Resources

Resources are a key component of cost tracking and cost recovery for events.

Overview

With the resources module you can manage cost tracking and cost recovery as well as resource allocation.

With the right positions/permissions, users can log resource utilisation against Requests, Recovery Cases and Infrastructure Assessments. The main registers that support allocation of resources are Requests, Cases and Infrastructure.

You can also generate reports of commitments and costs for that resource or across an entire event. Resources are typically physical equipment (such as bulldozers) however there are other types of resources (such as human resources) that can be accounted for.

The functionality of this register has changed significantly in Crisisworks v5. For a list of changes refer to: Changes from V4 to V5.

Access

Resources must be enabled within the current event.

You must be on duty as a Coordinator.

Locate the Resources register under Operations > Resources in the menu.

Resources register in the Operations module

Types of Resources

Name	Summary of use
Consumable	Resources that can be used once including units and rates
Equipment	An inventory of equipment including model, serial and products that can be re-used
Offer	In-kind offers of assistance
Service Provider	Organisation/contact and can be set up to be assigned tasks in the system
Volunteer	Individual contacts who can be assigned to tasks in the system
Global Resources	Can be added to any event. If a global resource is used in a record, it will be copied into the event to assist with tracking usage and costs. Global Resources are an Event, not a type and are configured via the Classification section.

Viewing Resources

Viewing Items

Resources are listed in and searchable via the register Datagrid.

A sample Permits register and datagrid

To view an existing item:

1. Navigate to the register datagrid.

2. Locate the item you wish to view. The register includes filters for Status, Date, Assigned

3. Open the item using the ID, Status or Title

4. To return to the Datagrid use the Back button

Resource Settings

Settings may vary depending on the type of Resource.

Resources are divided into the following sections (sections may or may not appear depending on the Type of Resource selected so do this first, as well as your permissions level, and what mode you're viewing):

Left Column	Right Column
Record Notes	Workflow
Contact Details	Classification
Resource Particulars	Activity
Type Particulars
Location

Record Notes

When editing, record notes in the rich text field as you make changes which will appear in the Activity log.

Refer to: Recording Notes

Contact Details

This section stores the person who is responsible for the Resource or the Primary Contact. This person will also be a Contact in the system.

In Edit mode you can specify a contact (identify and select and enter an existing contact as a sub-item), use your own contact record or No Contact.

In View mode you can view the full details by following the link to the Contact sub-item record.

Contact Details section in Edit mode

Resource Particulars

The Resource Particulars section is where you define the resource, including giving it a Title (or Subject), Category, Description and or file for detailed specifications or supporting documentation. Offers do not have this section.

Title/Subject

This setting contains a short summary (or title) for lists and counters. For most Resources the setting is Title, for Offers it is Subject.

Category

Some Resource types (for example Equipment) can be categorised. This helps with Reports to break down by a specific category. Administrators configure these using the Resource:Category Lookup.

Category selection

Sub-Category

Sub-Categories allow further categorisation of events. You will not be able to select a sub-category unless you've selected an appropriate category.

Type Particulars

The section below the Resource Particulars contains additional settings specific to the type.

Units

Units are used for certain types including Consumables, Equipment and Volunteers. Units provide a flexible way of accounting for the value of individually allocated resources.

How resources units relate to allocated resources

Equipment

When you're working with equipment resources, you can include additional details on the model, serial and product type. This is also handy for finding the resources later as you can search by these fields to find an individual piece of equipment.

Location

The system supports a map based location for the resource. If route-tracking is enabled via the mobile app or a resource is location aware or has an integrated GPS location feed, near real-time location tracking for a resource may be possible.

To manually enter a location use the Location selector (if available) in Edit mode to select a location.

Workflow

Resource Type

The type should be selected first, it will define which form is used for entering in the information for the resource.

Once set and saved, you cannot change the Resource Type. If you need to, create a new item instead and set the original's Status to Closed or Closed (Error).

Resource Type selection

Refer to the following articles for the settings for each type of Resource.

ConsumableEquipmentOfferService ProviderVolunteer

Status

For full details of the workflows refer to the Data Dictionary.

Icon	Name	Summary of use
	Pending	Set for a Resource that is not yet available for use. It may be in an acquisition process prior to being deployed.
	Available	Set for Resource that is available for use
	Review	Set for a Resource that is currently being reviewed.
	Closed	Set for a Resource that is no longer available to be used. Closed Resources can no longer be selected for allocation and will not be visible in the Active filter.
	Closed (Duplicate)
	Closed (Error)
	Unavailable	Set if the Resource for some reason, is not currently available for use. It might be In Use, under maintenance or on break.
	In Use	Set if the Resource is being used.

Priority

Items with a high or urgent priority are highlighted on the datagrid.

Assignee

Some Resource types support assignment to a Contact/User. This is the person or organisation responsible for the Resource.

Classification

This allows you to change the Resource's Event, Region and add Tags.

To create a Global Resource, set the Event to 'Global Resource'.

Activity

Refer to: Viewing and Opening Register Items: Activity

Editing Resources

Editing Items

Resources can be edited from the datagrid.

1. Navigate to the register

2. Locate the item you wish to edit by using the Edit button

3. Make the necessary changes to the settings

4. Save

Adding Resources

Adding Items

To general process to add a Resources is:

1. Click the New Resource button from any screen.

2. Under Workflow, specify the Resource Type (Consumable, Equipment, Offer, Service Provider or Volunteer)

3. Optionally add a Primary Contact

4. In the Resources Particulars section, add an appropriate Title and select a Category and optionally a Sub-Category

5. Depending on the Resource Type, enter particulars in the Particulars section

6. Save

Bulk Actions

Bulk Actions

The following additional bulk actions can be performed via the Actions menu:

Action	Description
Copy IDs	Refer to: Copy IDs
Bulk Edit	Refer to: Bulk Edit
Export to Report	Refer to: Export to Report Runs the Resources Report

Reports

Running Reports

The main report is the Resources Report found in Operations Reports.