# Initial Impact Assessment (IIA) data {% hint style="success" %} **QUICK CHECKLIST** **Important notes:** * [ ] **Photo links** in FRV data expire within 24 hours - review and import promptly. If the links have expired, request a fresh download of data. * [ ] Records with Status of **Assistance Required** - review as a priority. * [ ] For more information, see [FRV data](#yhyuxhgnzg0k). * [ ] Use the Assessments (General) import rule for any non-FRV impact data, see [#csv-template-for-non-frv-data](#csv-template-for-non-frv-data "mention") **Next steps:** * [ ] Contact when you know you’re expecting some IIA data, especially from FRV, so we can advise you on the latest process. * [ ] Import the data into the **Assessments** register. * [ ] **Verify Records** * [ ] Check address and reported impact * [ ] Add owner contact details * [ ] Update Status to **Secondary Assessment Required** where applicable. * [ ] Bulk **Create Cases** to create a Recovery Case for these records. **For User Administrators** * [ ] Ensure **key staff** (eg MSIA officers, EHOs, Building Surveyors) are correctly set up with the appropriate positions. See [Players](#rv51z5gz0983). * [ ] Refer to this Playbook for more information or delegate the task to one of your Crisisworks Champions. * [ ] For assistance, contact {% endhint %} ## Use this Playbook to * Import initial impact assessment data from FRV * Import impact data from other response agencies (such as SES) * Verify and review the data * Transition records to Cases to conduct Secondary Impact Assessments ## Workflow![](https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F1rpfCPjBG6X7ijrvfYZl%2F0.png?alt=media) This guide provides a step-by-step workflow for requesting, importing, verifying, and managing Initial Impact Assessment (IIA) data in Crisisworks. 1. **Request IIA Data:** Contact FRV or other response agency and get in touch with Crisisworks support (). 2. **Import IIA Data:** Import into the Assessments Register. Records begin as 'Unverified Assessment'. 3. **Assess & Verify Records:** Check address, reported impact, owner contact info. Prioritise 'Assistance Required'. Update status to of impacted properties to 'Secondary Assessment Required'. 4. **Next Steps:** Create Recovery Cases for impacted properties, Infrastructure Assessments for council assets, and close off IIAs with no impact. 5. **Cross-Council Data Exchange:** Export and import property impact records with neighbouring councils. 6. **User Administration:** Ensure key staff (MSIA officers, EHOs, Building Surveyors) are set up. Delegate tasks to Crisisworks Champions. ## Fire Rescue Victoria (FRV) data Following a major event, FRV may provide councils with Initial Impact Assessment (IIA) data. This data may not always match the format required for the custom FRV import script in Crisisworks (see [Format of the data section](#format-of-the-data)). Important: * **Liaising with FRV *****-*** if you experience issues obtaining data, requests should be made through established EMT channels via the MEMO. * **Data quality *****-*** the data will need some cleaning before being imported into Crisisworks, see checklist below. * **Photo links *****-*** FRV data includes photo links that expire within 24 hours of file generation. Import promptly, or request a new file from FRV to reset the links and gain another 24-hour window. * **Contact Datalink *****-*** Crisisworks has a custom IIA import feature that requires correctly formatted data. Because files are sometimes supplied incorrectly, we recommend contacting for the latest guidance. {% hint style="warning" %} **Workaround expired photo links** Data can be imported without photo links (leave the column header blank) and updated later. **Updating Later:** When you receive a refreshed file, re-import with: * Options: “Update only” + “Match to external ID” * Columns: include only \_record\_id and photo\_urls to avoid duplicate data. {% endhint %} ### Format of the data **How to know if you’ve got the right data format** Your IIA data should consist of approx 190-200 columns. The Crisisworks custom import will map key data columns to corresponding fields in CW where possible. Any additional columns not explicitly matched will be uploaded as a table in the record under "Report Full Details." Your data **must** includes the following headings. If any are missing, we recommend going back to FRV and requesting the data in the correct format:
FRV Data HeadingDescription
_record_idFRV’s reference
_statuseg No Damage/Habitable (No further assessment required), Assistance Required, Hazard/Safety, Inaccessible/No Access, Affected (Property Affected)
photos_urlseg https://web.fulcrumapp-au.com/api/v2/file?context=60c48e95… link to photos
_latitude/_longitudefor the location of the property
address_sub_admin_areathe local government area
addressaddress of the property
commentslikely to be the last column and contains the inspectors notes.
**It should look something like this…**
### Tips for working with FRV data * [ ] Contact the Crisisworks Help Desk first for the most current advice * [ ] Check the photo URLs are still working * [ ] Only import your own council's data (it is often mixed with other councils - you may need to filter or remove records relating to other councils) * [ ] Omit status of Hazard/Safety - these are usually for Infrastructure assessments - if you don’t want these, remove them from list * [ ] Omit status of No Damage / Habitable * [ ] Omit addresses that don't have a street number Inspections and re-inspections are supplied by FRV in the same file, these need to be imported in two batches: * Import on Address text (for new FRV Inspections) * Update only based on external ID (FRV record ID) {% hint style="warning" %} EXCEL NOTE: The FRV address data has a non-standard Unicode character for “-” (used in ranges like 35-45), which excel has issues with. If you edit the data, you will need to look for weird characters like “â€" and re-enter the “-” character. {% endhint %} ## Importing IIA Data **System Administration > Imports** Once you've verified your data, proceed with the import into your Crisisworks event. The IIA data will be imported into the **Assessments** register within the **Recovery** module. All records imported will initially have their Status set to *Unverified*. **Import Instructions** 1. Set your Event selector to 'All Events.' 2. Select the Active filter under Imports from the left side menu. * **For FRV data:** Choose the `Assessments (FRV)` Import Rule. * **For other agency assessment data:** Select the `Assessments (General)` Import Rule. More on [Importing data](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports) ### **CSV Template for Non-FRV Data** Copy the code below into Excel to create a template for non-FRV assessment data. Enter your data into the specified column and save the file as a CSV. ```csv _record_id source Other Source address residential businesscommercial community_facility accommodation Property Damage Report Full Details 1 Report Full Details 2 Report Full Details 3 Report Full Details 4 Report Full Details 5 Report Full Details 6 Hazard Exists Hazard Info Given Names Family Name Primary phone number Council Assessment Notes Tags ``` ### Verify and clean data **Recovery > Assessments** IIA data will require some clean up, allowing time to do this at the start will pay off in the long run. The imported **Assessment** records will have a *Workflow* status of **Unverified**. Each record will need reviewing to ‘verify’ accuracy: * Verify that the property address is correct; if not, make the necessary corrections. The originally imported address is shown. * Compare the ‘text’ address with the location auto-selected and showing with a pinpoint on the map, if they are different, correct the map address * Take note of addresses lacking street numbers, as they may have been mapped incorrectly to house 1 on the street. #### **Council Assessment** To determine which properties require additional services or a Secondary Impact Assessment, consider contacting the owner. However, in this stage of the emergency, you may not have their contact information, so a site visit may be necessary. Your council’s resources may also dictate which approach you take. For properties needing further inspection, set their status to *Secondary Assessment Required* to enable batch creation of Recovery Cases. Document your initial assessment of the IIA in the *Council Assessment* section of the **Assessment** record, noting the owner's name and contact details. * If the property is affected and occupants require assistance, set the workflow status to *Secondary Assessment Required*. * If no impact is observed and occupants don't require further services, set the status to *Closed - Assessment not required*. ### **Create Case Records for impacted properties** * Use filters to select all **Assessments** with the status *Secondary Assessment Required***.** * Tick items and select ***Create Cases*** from the Actions menu.
* A ***Case*** record will be created under the ***Recovery*** tab for each of the properties. * The **Assessment** record will be set to *Closed - Secondary Assessment Created.* * You will now use the ***Case*** record to manage the Secondary Assessment and any recovery needs of the people and property. ### Prepare for onsite inspections #### Organising records using Geospatial Layers When dealing with large numbers of Assessment or Case records, organising them into zones can be helpful to break them down into more manageable numbers. Zones can be given shortcut names to use for search strings eg. ‘within:zone1’ and bulk tagged, or bulk assigned. This approach streamlines the process and enhances organisation. Map Layers can also be created as **Library** items or through **System Administration>Map Layers** to show impact areas. To ensure the zones are set up accurately and that no properties are missed, we recommend working with your GIS Officer. Crisisworks supports the import of a number of different file formats, these can usually be obtained from the Incident Control Centre. [More on working with Geospatial Layers](https://docs.cw.crisisworks.com/modules/library/geospatial-feature) ### Impacted Infrastructure Initial Impact Assessment data may also contain assessments of council infrastructure, eg. roads, footpaths, bridges. Once the data is verified, and the Asset address is correct, an Infrastructure Assessment record can be created. Set the Assessment status to **Infrastructure Assessment Required**. We don't have an automated bulk action to create Infrastructure assessments from these, instead you can select them all and select Export to Report under the Actions menu. Run the report and download the CSV file. This file can either be imported directly to create new Infrastructure Assessments or they can be entered manually. [More on importing data into Crisisworks](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports) *A Bulk Create Infrastructure Assessment feature is planned for future improvements to the Assessment module.* ### Neighbouring council records IIA data will often include properties from your neighbouring councils and your neighbouring councils may receive some of your properties. If your council is part of a Cluster: * you can simply edit the Assessment record and change the Event and Region. If your council has a standalone Crisisworks site: * Tag any of your neighbour’s records with their council name, select them all from that tag’s counter and *Export to Report.* * This csv file can then be sent to the other council for them to import as *Assessments* into their Crisisworks system. * Conversely, you can import Assessments, Relief Registrations and Recovery Cases and more, from neighbouring councils. ### Useful links * [Importing data](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports) * [Infrastructure Assessments](https://docs.cw.crisisworks.com/modules/recovery/infrastructure) * [Working with Geospatial Layers](https://docs.cw.crisisworks.com/modules/library/geospatial-feature) ### Business rules for your council Use this section to plan and document specific arrangements tailored to your council’s needs. ### Players **Write the names of the people in these roles to personalise before distributing this playbook.** | **Role** | **Jobs to be done** | **People** | | --------------------------------------------- | ----------------------------------------------------------------------------------------------------- | ---------- | | Municipal Emergency Management Officer (MEMO) | The MEMO has overall responsibilities for activating the EOC and Council’s response to the emergency. | | | Municipal Recovery Manager (MRM) | The MRM is responsible for relief and recovery, and will be a point of leadership in the event. | | | Impact Assessment Officers | | | | | | | ### Jobs to be done **Write the specific services offered as part of this event below before distributing this playbook.** | **Job to be done** | **Workflow Method** | **WHO… is responsible this** | | -------------------------------------------- | ------------------------------------------------------------------------------------------------------------ | ---------------------------- | | Contact Datalink | Let them know you will be receiving IIA data and request assistance to import data (2 days notice required). | | | Import IIA | With assistance from Datalink | | | Verify IIA data | | | | Create Case Record (or update if one exists) | For Impacted properties | | | Create Infrastructure Assessments | | | | Close off IIA record | For properties not impacted | | ### Training and exercises **The following training injects can be used to train users on this playbook. These should be localised to be realistic.** | **#** | **For** | **Scenario** | **Crisisworks Action** | | ----- | ------- | ------------ | ---------------------- | | 1 | | | | | 2 | | | | | 3 | | | |