Private Assets

Overview

The Private Assets register records damage to private property such as houses, fences and vehicles. Private Assets are a sub-item of Cases and as such items in the register are attached to or added in existing Case record(s).

This register provides the following features:

• Identify and categorise impacts on private assets of any asset type

• Categorise damage levels including habitability and assessment status

• Capture multimedia photos to record evidence of damage

• Quantify an approximate damage value which can be used for estimating recovery funding/grants

• Track the status of a property through the remediation process

Access

To access Private Assets:

• Private Assets: must be enabled for the event.

• Go on duty with an appropriate role such as Recovery Officer or Recovery Coordinator. If you can't access it, ask your administrator to check your permissions.

Locate the Private Assets register under Recovery > Private Assets in the menu.

Finding Private Assets

The register includes a number of features to assist in finding [Register item]s:

• Datagrid view

• Map view

• Filters including workflow, primary place of residence

• Combination filters and search by most fields

Filters

Filters help make management of Private assets easier by focusing on specific groups of items on the datagrid.

Viewing Private Assets

When viewing Private Assets, sections can be expanded to show information.

As each section is completed, new sections may show additional information.

Private Asset Settings

Private Assets are divided into the following sections (sections may or may not appear depending on what information is entered, your permissions level, and what mode you're viewing):

Record Notes

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

Refer to: Recording Notes

General

The General section records details of the private asset including what kind of asset it is, documenting any damage and likely value of the damage.

Address is used to record the address where the private asset is mainly located.

Category is required, it classifies private assets into main categories (Dwelling; Equipment; Facility; Structure; Vehicle and Other), and is used for reporting. Your Administrator configures the list for your site using the Recovery: Private Asset Category lookup.

If you select Dwelling, you'll be asked Is this a Primary Place of Residence? This setting will indicate that the primary contact for the Case lives in this asset and is used for reporting purposes.

Asset type is a sub-category of Category and records specific types of assets. For example a Boat is a sub-category of Vehicle. Your Administrator configures the list for your site using the Recovery: Private Asset Type lookup.

The following options request further information:

• If you select Dwelling, you'll be asked Is this a Primary Place of Residence? This setting will indicate that the primary contact for the Case lives in this asset and is used for reporting purposes.

• If you select Fencing (Category: Structure) you'll be asked for the Internal Fencing Destroyed and External Fencing Destroyed in kms.

• If you select Other for any type you will also be asked to specify the type.

Damage Level records any damage sustained at the time of impact along with its severity (this setting doesn't apply to dwellings). This will be recorded as Unknown - Requires Assessment if it's not known. If it is not damaged, this will be recorded as Not Damaged. Otherwise damage is categorised based on if it is Partially Destroyed or Totally Destroyed or a combination of Habitable, Inaccessible or Non-Functioning.

Description is used to provide detailed notes, this can be used to record the nature of any damage along with any steps taken to remediate it.

Approximate damage value is used to provide an estimate of the damage value.

Photos is used record evidence of damage. Image/s are uploaded using the Add File button.

Workflow

Precise Geographical Location is used to show the location where the address is not sufficient. For example, a vehicle may not currently be at its home address.

Tags are used to further categorise Private Assets where existing fields don't cater for them. Refer to: Tagging Items. Consider that Administrators can modify the Category and Asset Type.

Related

Refer to: Linked items

Any parent Cases are listed under Case with their ID and a link to the Case. If you have permission to view the Case, you can follow the link to access more case management information.

Classification

Refer to: Editing Items: Classification

Status

Status records the current step in the remediation process. The following states can be used:

Activity

Refer to: Viewing and Opening Register Items: Activity

Updating Private Assets

When updating Private Assets:

• Add notes on your edits in the Record Notes field

• Complete each section of the Settings as required. Note that some options may open up new sections to complete.

• Update the Location of the asset if it has moved

• Update the Status to reflect the current state of the asset and stage of the the remediation process

• Update the estimate in the Approximate damage value based on current estimates

• Add Photo(s) of structure during further assessments

Adding Private Assets

Refer to: Cases - Affected Private Assets.

Private Assets can only be added through their parent register - Cases.

To add another Affected Private Asset to a Case when viewing a Private Asset, follow the relevant Related Link to the Case, edit the Case. Make sure it hasn't already been added and add it from the Affected Private Assets section.

Bulk Actions

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

Importing Private Assets

A System Administrator can import in bulk via the Import system using the Private Assets Import option.

Reports

Reports available for Private Assets include:

• Recovery Private Assets

• Recovery Private Asset Summary of Damages

• Recovery Private Asset Types and Damage Counts