Data/Information Flows

The four major data bases, Event/Document Management, Logistics, Accounting, and the Information Warehouse/Web server currently provide the interlinks/interfaces and data flow of information for the organization.  Each off-site military base is equipped with a small (list type) data base that feeds information into the Information Warehouse making this data accessible to the BTR and other off-site locations for planning purposes.

• Event/Document Management.  This system documents information on the date of an event and assigns an event number that is traceable to every activity associated with the event.  This system also has the capability to query data and track the status of operations on any event recorded. This system also contains information on the evacuees such as, names, social security number, date of birth, and last known address. It is essential that the person information be protected and not transmitted throughout the network but is coded in such a way to link the individual (s) with the event.

• Logistics. This system contains information on the accommodations that supports the relocation effort in transportation, food service centers, availability of housing at military bases, animal control units (for people relocating with pets).

• Accounting. This system provides information on the funds available for use and tracks the obligations, expenditures and available balances.  This system also has the capability to do query reports on the cost associated with each event.

• Information Warehouse/Web Portal.  The system serves several purposes. It contains the information from all databases, places that information in category by site location, and consolidates the information for reporting purposes.  The Information Warehouse also contains an archive storing data up to 7 years.  The web server link makes it possible to retrieve that data as an option from a separate screen called “Archived Data”.  The user can use a drill down menu to access archived data and information. Additionally, the web server also provides a link to the Knowledge Management Plan website that provides links to more detailed information.

Data Mining

Knowledge Sharing

Databases are organized with intelligent search & text mining to share organizational knowledge in the following ways:

• Customer Support and Service solutions – Customer support and service solutions of BTR volunteers and employees must be saved and reused in an effort to share and improve organizational knowledge.

• Help geographically dispersed teams share work and collaborate – With eight bases nationwide BTR teams are geographically dispersed.  Knowledge management systems can improve communication and collaboration between all of BTR’s teams in each of the five business processes.

• Identify and locate experts and BTR employees with specific skills – Knowledge management will also allow BTR to identify experts with specific skills and coordinate the five business processes.

• Document, model and execute business process – BTRs business processes are critical to its ever important mission of helping people find homes when disaster, natural or manmade, hits.  Employees with experience and knowledge of the business process must be able to document it for others to learn the processes should they retire or leave.

• Learn from Lessons – BTR must continually improve its ability to respond disaster and coordinate the safe housing for displaced citizens.  One of the most effective ways to better achieve its mission is to learn from the successes and mistakes of every disaster response incidence.