Evac Services

No part of this publication may be reproduced in any form or by any

means, electronic or otherwise, recorded via information storage,

mailing or retrieval system, without the express permission in written

form of Evac Services Pty Ltd. COPYRIGHT © Evac Services Pty Ltd.

What is EvacConnect?

EvacConnect provides an online and self-paced interactive learning and warden

management system that enables you to meet your emergency management requirements.

As the person responsible for managing emergency management compliance at your site(s),

we refer to you as the Facility Responsible Person, or FRP. EvacConnect provides FRP’s with

the following capabilities:

• Emergency management role list management (i.e. warden list management)

• Provide access to Tenant Responsible Persons to manage their own emergency

management role lists and access training compliance reports

• Provide user access to relevant online training according to emergency

management roles

• Report on training compliance per location and individual

EvacConnect is provided to you by EvacServices (www.evacservices.com.au). If you have any

questions or comments, please contact us at:

1300 922 437 [email protected]

Your emergency requirements

The aim of the 100% emergency compliance

campaign is to inform & educate all facility

stakeholders in their emergency planning

obligations.

If you’d like more information regarding your compliance obligations as a building manager,

simply visit www.100percentcompliant.com.au or contact us.

��

��

��

�

��

Contents

What is EvacConnect? ............................................................................................................................. 1

Your emergency requirements ............................................................................................................... 1

1. How the System Works .................................................................................................................. 2

2. Logging in ........................................................................................................................................ 5

3. Editing your Profile ......................................................................................................................... 6

4. Setting up your Building ................................................................................................................. 6

5. Requesting Changes to Locations, Adding New Tenants and New Facility Responsible Persons .. 6

6. Managing People in your Account ...................................................................................................... 7

6.1 Introduction ................................................................................................................................... 7

6.2 STEP 1: Adding people to the account .......................................................................................... 8

6.3 STEP 2: Assign People to Locations ............................................................................................... 8

6.4 Assigning Account Roles ................................................................................................................ 9

6.5 Assigning Emergency Roles ......................................................................................................... 10

6.6 Managing Users ........................................................................................................................... 10

7. Reports.......................................................................................................................................... 11

8. My Training ................................................................................................................................... 11

1. How the System Works

The system focuses on 3 major components:

a) Locations – These are effectively buildings and building complexes. A location may comprise

of a single building, or multiple buildings.

Sub-locations - buildings in complexes, floors/levels, units, shops etc. A location may have

unlimited sub-locations, and sub-locations may have unlimited sub-locations of its own.

b) Accounts – These are the businesses assigned to locations in the system. Accounts can be

assigned to one or multiple locations / sub-locations

c) People:

a. Account Roles – These are the people who have access to manage their account. An

account role can either be a Facility Responsible Person (FRP) or a Tenant

Responsible Person (TRP). Account roles must be assigned to an account and a

location (but may be assigned to multiple locations and/or sub-locations).

��

�

��

i. FRP – responsible for managing the head location, but may or may not have

access to manage people within a tenancy (or sub-location). An FRP may

manage 1 or multiple locations.

ii. TRP - responsible for managing their specific account location (tenancy), but

cannot manage people not assigned to their account. A TRP may manage the

account for 1 or multiple locations within the account.

b. Emergency Roles – Every person within the system must be assigned at least 1

emergency role. A person’s emergency role will determine their specific compliance

requirements and frequency.

Example 1: A CBD Commercial Office Tower

A typical CBD commercial office tower will have a building manager (the FRP), who normally

works for a facility management company (account). It will also typically have a number of

tenants (accounts), each with people assigned to manage wardens within that tenancy (TRP).

d)

Location Tree

Location 123 Brisbane Street, Brisbane Account ˪ Microsoft Co. Sub Location (Level 1) ˪ Level 6

Sub Location (Level 1) ˪ Level 5


Account ˪ Facebook Co. Sub Location (Level 1) ˪ Level 3


Account ˪ Apple Co. Sub Location (Level 1) ˪ Level 1

Building Address: 123

Brisbane Street, Brisbane

(Location)

Building Manager

John Smith (FRP Account Role)

Works for ABC Property

Management Co. (Account)

Chief Warden – Jane Smith

(emergency role)

Tenant 1 – Microsoft Co. (Account)

3 Floors (3 x sublocations), Bill Gates (TRP Account

Role)

400 general occupants, 20 wardens (emergency roles)

Tenant 2 – Facebook Co. (Account)

2 floors (2 x sublocations), Mark Zuckerburg (TRP

Account Role)


Tenant 3 – Apple Co. (Account)

1 Floor (1 x sublocation), Tim Cook (TRP Account Role)


��

�

��

Example 1a: Commercial Office Tower Portfolio

In this example the details are the same as Example 1, however 123 Brisbane Street is part of a larger

portfolio of commercial office buildings that are managed by ABC Property Management Co. Each

commercial building would have a multitude of tenants housed within them.

Example 2: A University

In the example of a university, this university has a number of campuses, each with a number of

buildings within the campus.

Brisbane University (Account and Location)

John Smith - Head of Facility Management (FRP)

ABC Property Management Co. (Account)

Campus 1 (Sub location – Level 1) Campus 2 (Sub location – Level 1)

Building 1 (Sub-

location Level 2)

2 Levels (Sub-

location level 3)

200 Occupants, 20

Wardens

(Emergency Roles)

Building 2 (Sub-

location Level 2)

1 Level (Sub-

location level 3)

50 Occupants, 5

Wardens

(Emergency Roles)

Building 3 (Sub-

location Level 2)

2 Levels (Sub-

location level 3)

100 Occupants, 12

Wardens

(Emergency Roles)

Building 4 (Sub-

location Level 2)

1 Level (Sub-

location level 3)

20 Occupants, 7

Wardens

(Emergency Roles)

Building Address:

123 Brisbane

Street, Brisbane

��

�

��

Location Tree

Location and Account Brisbane University Sub Location (Level 1) ˪ Campus 1 Sub Location (Level 2) ˪ Building 1



Sub Location (Level 2) ˪ Building 2


Sub Location (Level 1) ˪ Campus 2 Sub Location (Level 2) ˪ Building 3



Sub Location (Level 2) ˪ Building 4


2. Logging in

Initially, you will be sent an invite to EvacConnect.

Clicking on Accept Invitation will provide a create password screen. Please read and accept

the terms and conditions.

Return users can access EvacConnect by going to www.evacservices.com.au. From here

select Login button, using your email and password to access the system.

The Forgot your password enables you to enter your email address to receive a reset

password email.

��

�

��

3. Editing your Profile

My Profile in the left hand navigation provides you with quick access to edit your member

overview details and reset your password.

Select Submit to save changes.

4. Setting up your Building

In the initial stages, EvacServices will set the building up ready for tenants to manage their warden

lists.

As part of this process, we complete the following:

1. Create the building’s location and sub-locations

2. Create the Accounts within the building (if they don’t already exist in our system)

3. Assign the Accounts to the appropriate sub-location

4. Add the FRP and one (1) TRP for each tenancy

5. Send introduction emails and invitations to FRPs and TRPs

5. Requesting Changes to Locations, Adding New Tenants and

New Facility Responsible Persons

The EvacServices team will assist you in keeping the list of tenants in your building up to date, adding

the first TRP to a tenancy and adding new FRPs. To request these changes – simply submit the

appropriate form from this list:

��

�

��

Form: Use this form to: Link:

Update list of

tenants

Use this form if you have new tenants in your

building and need us to update the Accounts in

EvacConnect.

http://www.evacservices.com.au/update-

the-tenants-in-my-building/

Add an FRP Use this form if you are a building manager of a

building and would like access to manage the

building in EvacConnect. Once set up, we’ll send

you an email invitation and instructions on how to

use EvacConnect.

Please note, if the email domain supplied doesn’t

match the existing emails in the system, or we have

not received official notification of the change in

building management, we may contact you or the

existing contact for confirmation.

http://www.evacservices.com.au/i-am-a-

building-manager-and-need-access/

Nominate a new

TRP

Use this form if you’d like to invite a new person to

manage a Tenant’s account. We will send them an

invitation and instructions on how to use

EvacConnect.

Once the first TRP has been nominated, the tenants

can easily add additional TRPs in their tenancy

themselves within EvacConnect.

Please note, if the email domain doesn’t match the

existing emails in the system, we may refer the

request to the building manager for confirmation.

http://www.evacservices.com.au/nominate-

a-new-tenant-responsible-person/

6. Managing People in your Account

6.1 Introduction

Both FRPs and TRPs have access to manage people within their accounts.

‘Managing People’ involves the following process:

STEP 1:

Add people to the account

(see 6.2)

STEP 2:

Assign people to a location or

sublocation (see 6.3)

STEP 3:

Assign an Account Role

(see 6.4)

STEP 4:

Assign Emergency

Roles (see 6.5)

STEP 5:

Send invites to users (see 6.6)

��

�

��

These processes are all completed within the Managing People link on the side navigation bar:

6.2 STEP 1: Adding people to the account

The Add People to Account tab provides 2 options to upload people into the system.

1. Add a single User - Select the Add a single user link on the right side of the screen. This is a

simple form to add a single user into the system against your account.

2. Add multiple users – you can upload multiple users into the system via the CSV upload

function. To do this, download the example CSV from the Add multiple Users link, add your

users into the downloaded CSV file, and upload them using the ‘Choose File’ selector. If your

upload is successful the system will show a list of successful imports underneath the ‘Choose

File’ button.

6.3 STEP 2: Assign People to Locations

Facilities are broken up into sublocations, e.g. separate buildings, floors/levels, rooms and

areas.

��

�

��!��

A tenant of a building will be assigned to the locations they occupy. This is illustrated within

the Assign People to Locations tab.

Users, and more specifically, Wardens, need to be assigned to a specific location in order to

ensure every sub-location has appropriate warden coverage. To assign user to a specific

location, select the Assign Users button, and place a tick next to those who are located

within that location, pressing save once complete.

6.4 Assigning Account Roles

TRPs have access to add more TRPs to your account from within the Assign Account Roles

tab.

To do this, select the Assign Users button next to Tenant Responsible Person, and place a

tick next to those who you wish to add as additional TRPs.

��

�

��"#��

6.5 Assigning Emergency Roles

This is perhaps the most important step within the process. To assign Emergency Roles to

people, first select the location you wish to allocate people, then the role you wish those

people to hold. Simply place a tick next to the name of the people you wish to allocate to

that role and hit save.

6.6 Managing Users

The final tab within the Manage People Section is the User List. From here, the user can

select people and send them an invitation email, or delete the user*. In addition to this, you

can select a name to access that persons individual compliance records.

6.6.1 Sending an Invitation Email to a User

Simply place a tick next to the name of the people you wish to send an invitation to and hit

the Send Invite button.

6.6.2 Deleting Users

Simply place a tick next to the name of the people you wish to delete and hit the Delete

User button.

*Note that if you delete the user, you will also be deleting their compliance documentation.

This cannot be undone.

6.6.3 Accessing individual compliance

Individual compliance can be viewed by clicking on the users name in the ‘User List’

Once you are at the user details select the Training Requirements tab to view status of

training requirements for the emergency management roles assigned to the user. Select

Details button to view more information about a particular training certification.

Select the Certifications tab to view all certifications that have been undertaken by the user

and registered in EvacConnect.

��

�

��""��

7. Reports

You can run reports for your account from the Reports section of the site. Reports can be

run on screen or downloaded as a CSV or PDF, and you can use the advanced search

functions to narrow your results.

There are 4 types of reports:

Training Report: Displays the validity of individuals compliance training, based on

their emergency roles.

Location Report: Displays the people assigned to each location by their emergency

role.

Warden Report: The same as the location report for wardens only.

Account Report: Displays the accounts and account roles located at each location.

8. My Training

The My Training section provides access to the online training courses available to you. The courses

available to you, and the validity date, is determined by the training requirements attached to your

emergency role.

To Undertake a Course:

Select Take Course button next to the course you wish to take. A message may appear that the

Popup is blocked. Select the Launch Course button.

Once you get to the Welcome screen. Select NEXT to continue. You may need to expand the

window if you cannot see the NEXT button.

��

�

��"��

Instructions are provided at the beginning of the module please read these carefully.

Once you have successfully completed the online training module you must select CLICK HERE TO

COMPLETE COURSE.

You will then be taken back to the My Training index page where you can view and print a certificate

by selecting Certificate button.

You can go back to the training content at any time by selecting Review Course button.

Evac Services

Documents

Transcript of Evac Services