# Resources ## 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](https://docs.cw.crisisworks.com/modules/operations/requests), [Cases](https://docs.cw.crisisworks.com/modules/recovery/cases) and [Infrastructure](https://docs.cw.crisisworks.com/modules/recovery/infrastructure). You can also [generate reports](#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. {% hint style="info" %} The functionality of this register has changed significantly in Crisisworks v5. For a list of changes refer to: [Changes from V4 to V5](https://docs.cw.crisisworks.com/security-and-support/releases/changes-from-v4-to-v5). {% endhint %} ### Types

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.

### Access To access Resources: 1. [Go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) with an [Operations position](https://docs.cw.crisisworks.com/modules/operations/..#positions). 2. Navigate to:\ Operations → Resources

Resources register in the Operations module

{% hint style="info" %} If you can't access it after following these steps, contact your System Administrator (Resources must be correctly configured - refer to [Setup and Configuration](#finding)). {% endhint %} ### Setup and Configuration To enable Resources, Administrators need to add the Resources register [to the Event](https://docs.cw.crisisworks.com/system-administration/managing-events#registers), along with [Operations positions](https://docs.cw.crisisworks.com/modules/operations/..#positions). Typically Operations coordination positions support use of Resources. In addition [security policies](#security-policies) for Resources can be assigned to any position. #### Security Policies Refer to: [Positions: Security Policies](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions#security-policies)

Security Policy explanations

The following security policies apply to Resources:

Security Policy	Use
Manage Resources	Can view and edit all resources
Resource Contractor Limited	Limited access to receive notifications and work on items assigned to resources owned by the user's organisation
Resources Coordination	Full read/write access to resources within involved events, with the ability to manage assignments and move records between events
Resources Limited	Limited read/write access to resources within involved events only where the data is assigned.
Resources Officer	Full read access to resources within involved events, with the ability to edit and re-assign data that is assigned.
Resources Read Only Assigned	Can view resources they have been assigned but not update

## Viewing Resources {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items" %} [viewing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items) {% endcontent-ref %} Resources are listed in and searchable via the register [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#data-grid-view).

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](#record-notes) | [Workflow](#workflow) | | [Contact Details](#contact-details) | [Classification](#classification) | | [Resource Particulars](#resource-particulars) | [Activity](#activity) | | [Type Particulars](#type-particulars) | | | [Location](#location) | | ### Record Notes When editing, record notes in the [rich text field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) as you make changes which will appear in the Activity log. Refer to: [Recording Notes](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#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](https://docs.cw.crisisworks.com/modules/operations/contacts) in the system. In Edit mode you can specify a contact ([identify and select and enter an existing contact as a sub-item](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#adding-contact-sub-items)), 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.

### 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](https://docs.cw.crisisworks.com/system-administration/reporting) to break down by a specific category. Administrators configure these using the *Resource:Category* [Lookup](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/lookups).

#### 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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#location) (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. {% hint style="info" %} 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](#status) to Closed or Closed (Error). {% endhint %}

Refer to the following articles for the settings for each type of Resource. {% content-ref url="resources/consumable" %} [consumable](https://docs.cw.crisisworks.com/modules/operations/resources/consumable) {% endcontent-ref %} {% content-ref url="resources/equipment" %} [equipment](https://docs.cw.crisisworks.com/modules/operations/resources/equipment) {% endcontent-ref %} {% content-ref url="resources/offer" %} [offer](https://docs.cw.crisisworks.com/modules/operations/resources/offer) {% endcontent-ref %} {% content-ref url="resources/service" %} [service](https://docs.cw.crisisworks.com/modules/operations/resources/service) {% endcontent-ref %} {% content-ref url="resources/volunteer" %} [volunteer](https://docs.cw.crisisworks.com/modules/operations/resources/volunteer) {% endcontent-ref %} #### Status For full details of the workflows refer to the [Data Dictionary](https://docs.cw.crisisworks.com/modules/operations/broken-reference).

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](https://docs.cw.crisisworks.com/system-administration/managing-events), Region and add [Tags](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/tagging-items). To create a Global Resource, set the Event to 'Global Resource'. ### Activity Refer to: [Viewing and Opening Register Items: Activity](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#activity) ## Editing Resources {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items" %} [editing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items) {% endcontent-ref %} 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 {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items" %} [adding-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items) {% endcontent-ref %} To general process to add a Resources is: 1. Click the [**New Resource** button](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items) 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 {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions" %} [bulk-actions](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions) {% endcontent-ref %} The following additional bulk actions can be performed via the Actions menu: | Action | Description | | ---------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Copy IDs | Refer to: [Copy IDs](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#copy-ids) | | Bulk Edit | Refer to: [Bulk Edit](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#bulk-edit) | | Export to Report |

Refer to: Export to Report
Runs the Resources Report

| ## Reports {% content-ref url="../../system-administration/reporting/running-reports" %} [running-reports](https://docs.cw.crisisworks.com/system-administration/reporting/running-reports) {% endcontent-ref %} The main report is the **Resources Report** found in [Operations Reports](https://docs.cw.crisisworks.com/modules/reports/operations-reports).