Emergency contact information updates

Purpose

1.1. Ensure all Air Force Base personnel have up-to-date emergency contact data to support rapid response in crises, maintain compliance with military protocols, and enhance safety planning.
1.2. Automate the notification, collection, verification, and storage of emergency contact updates, integrating with base personnel management and incident response systems.
1.3. Reduce manual HR workload, mitigate risk of outdated data, and enable real-time contact for emergency communications.

Trigger Conditions

2.1. Scheduled intervals (quarterly/biannual reminders).
2.2. Personnel profile updates or onboarding events.
2.3. Direct request from HR or security officer.
2.4. Trigger from incident detection (system alert or drill event).

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: Flow to trigger survey from SharePoint HR list and update fields via Forms; connect with Azure AD.
3.2. Zapier
• Feature/Setting: Multi-step zap linking Google Forms responses to update Google Sheets and email HR.
3.3. Twilio
• Feature/Setting: SMS API to push alerts requesting updates; monitor response via webhook.
3.4. SendGrid
• Feature/Setting: Automated transactional email with response tracking for emergency info update links.
3.5. ServiceNow
• Feature/Setting: Workflow to create tasks when contact info is outdated and route update reminders.
3.6. Workday
• Feature/Setting: Business Process trigger “Change Personal Information” for emergency contacts update.
3.7. Okta
• Feature/Setting: Enforce login prompt for info update every X logins using profile enrollment policy.
3.8. Salesforce
• Feature/Setting: Process Builder flow to alert users to validate contacts in the Personnel object.
3.9. Google Workspace
• Feature/Setting: AppScript automation on Google Sheet to email contact update request to personnel.
3.10. BambooHR
• Feature/Setting: Custom Reminder and Data Change Request for “Emergency Contact Info” field.
3.11. Slack
• Feature/Setting: Workflow builder for direct messages with embedded update forms and reminders.
3.12. DocuSign
• Feature/Setting: PowerForm with prefilled user data for digital signature and record tracking.
3.13. Oracle HCM Cloud
• Feature/Setting: Alert Composer for custom notification and workflow for data verification task.
3.14. HubSpot
• Feature/Setting: Workflows to send email reminders and log update completions as timeline events.
3.15. Kintone
• Feature/Setting: Custom App notifications and update triggers for contact info fields.
3.16. Smartsheet
• Feature/Setting: Update Request automation for emergency contact rows, with response tracking.
3.17. Freshservice
• Feature/Setting: Ticket automation rules; create and escalate “Contact info outdated” tickets.
3.18. Monday.com
• Feature/Setting: Custom automation to assign “Contact Update” items to personnel.
3.19. AWS Lambda
• Feature/Setting: Scheduled Lambda function triggers SNS notifications for info verification.
3.20. SAP SuccessFactors
• Feature/Setting: Workflow for “Emergency Contact” field changes and audit logging.
3.21. Box
• Feature/Setting: Workflow to request document upload for proof of updated emergency contact.

Benefits

4.1. Ensures immediate access to valid emergency contacts during crises.
4.2. Minimizes manual intervention by HR, reducing errors and freeing resources.
4.3. Supports compliance and governance protocols for defense organizations.
4.4. Improves personnel safety through accurate, verified, and rapidly accessible data.
4.5. Automates cross-system data synchronization and notifications, boosting operational readiness.