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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.

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notifind administrator training

NotiFind Administrator Training

North Dakota University System

purpose
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
notifind1
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
notifind2
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
notifind3
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
notifind4
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 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
notifind5
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
notifind6
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
notifind7
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
policies
Policies

Please read the NDUS Policy 1902 and your campus policy

policies1
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
policies2
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 started1
Getting started
  • Login screen – contact the NDUS Notifind administrator for web address
  • Each campus has a shared login
main screen
Main screen
  • Contacts
        • Cannot update or add in this system… only through ConnectND systems
main screen1
Main screen
  • Notification Lists
        • Overall lists
        • Custom lists
        • Campus specific lists
main screen2
Main screen
  • Activation
        • Activate through the web
        • Detailed activation
        • Activation using pre-recorded message
main screen3
Main screen
  • Reports
        • Pull up previous activations
        • Get detailed reports
main screen4
Main screen
  • Administration button
        • Campus users can add, edit, or delete custom recordings
main screen5
Main screen
  • Bulletins
        • Not used by the University System or State of North Dakota government
my profile
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 lists1
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 lists2
Notification lists
  • Always use MY LISTS, click on the “+” folder.
notification lists3
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 lists4
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 lists6
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 lists7
Notification lists
  • This is the search screen, it is advisable to use the “begins with” method.
  • Only search by using names.
    • Formal names
notification lists8
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 lists9
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 lists10
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
escalation rules
Escalation rules

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
Escalations
  • Click on Notification lists
escalations1
Escalations
  • Click on “Manage Escalations”
escalations2
Escalations
  • First check if there is one already made for the purpose
  • Click on “Create Escalations”
escalations3
Escalations
  • Enter an escalation name
  • Always start the name with campus initials
escalations4
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.
escalations5
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
escalations6
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
escalations7
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.
escalations8
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.
escalations9
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)
escalations10
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
activation
Activation

How to alert your campus

activation1
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 event1
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 event2
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 event3
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 event4
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 event5
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 event6
Activation: Saved event
  • Create a name, with campus initials first
  • Create an “Access Code”
  • Select the key
  • Press “Next”
activation saved event7
Activation: Saved event
  • Showing an example
activation saved event8
Activation: Saved event
  • Enter the subject, message (or select recording)
  • Do not use the question or question recording
activation saved event9
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 event10
Activation: Saved event
  • Click on “Add lists to Saved Event”
activation saved event11
Activation: Saved event
  • Select your list
  • Click on the “+” by My Lists
  • Click “Next”
activation saved event12
Activation: Saved event
  • Click on “Add lists to Saved Event”
activation saved event13
Activation: Saved event
  • Use the “+” sign and find the list needed
activation saved event14
Activation: Saved event
  • Select the list (check)
  • Press “Add to Notification”
activation saved event15
Activation: Saved event
  • Press “Check All”
  • Press “Next”
activation saved event16
Activation: Saved event
  • You can click on “Lists” to see what list you selected
  • If everything looks good, press “Save”
activation saved event17
Activation: Saved event
  • Back at the “Saved event” screen
activation saved event18
Activation: Saved event
  • A new feature in Saved Event is “Schedule Event”
  • You can use this to schedule and run tests
activation track my delivery1
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 delivery2
Activation: Track my delivery
  • Click on the activation
activation track my delivery3
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 delivery4
Activation: Track my delivery
  • Click on “Search” if you want to look up if a person was contacted and by what method
activation activate system
Activation: Activate system
  • Activate system
    • Use to create a new alert
activation quick send
Activation: Quick send
  • Select quick send
  • Press “Next”
activation quick send1
Activation: Quick send
  • Add a subject
  • Select the recording
  • Press “Next”
  • Complete following screens
activation detailed notification
Activation: Detailed Notification
  • Activate system
    • Use to create a new alert
activation detailed notification1
Activation: Detailed notification
  • Select detailed notification
  • Press “Next”
activation detailed notification2
Activation: Detailed Notification
  • Enter the subject, message (or select recording)
  • Do not use the question or question recording
activation detailed notification3
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 notification4
Activation: Detailed Notification
  • Click on “Add lists to Saved Event”
activation detailed notification5
Activation: Detailed Notification
  • Select your list
  • Click on the “+” by My Lists
  • Click “Next”
activation detailed notification6
Activation: Detailed Notification
  • Click on “Add lists to Saved Event”
activation detailed notification7
Activation: Detailed Notification
  • Use the “+” sign and find the list needed
activation detailed notification8
Activation: Detailed Notification
  • Select the list (check)
  • Press “Add to Notification”
activation detailed notification9
Activation: Detailed Notification
  • Press “Check All”
  • Press “Next”
activation detailed notification10
Activation: Detailed Notification
  • You can click on “Lists” to see what list you selected
  • If everything looks good, press “Save”
activation detailed notification11
Activation: Detailed notification
  • The system will automatically go to the track delivery screen
  • Refresh your browser to update the stats
activation phone activation1
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 activation2
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.”
reports1
Reports
  • Click on “Reports”
reports2
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)
reports3
Reports
  • Type in a file name, and select “Delivery Report by Notification HPE”
  • Press “Next”
reports4
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”
reports5
Reports
  • The screen shows the activations by this account. Select the activation you want by checking the box, then press “Add to Report”
reports6
Reports
  • Click “Next”
reports7
Reports
  • Click “Submit”
reports8
Reports
  • The process is running. Press “refresh” to check the status. When the file is ready, the system will have a “download” link.
reports9
Reports
  • The download link is available. Click on the link to download the file to your computer.
other items1
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 items2
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 items3
Other items
  • Students are prompted every 90 days to update their information
  • Messages sent via phone are recorded and archived by the NDUS NotifindAdminsitrator
  • 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 help1
NDUS NotiFind help
  • Contact the NDUS NotiFind Administrator at david.klein@ndus.edu or 701.490.0886
  • If it is an emergency, you can also contact Risk Management at 701.328.7582