Needs & Tasks
This Playbook focuses on the Recovery Needs & Tasks sub-register and requires Relief & Recovery Officer position.
Introduction
Needs & Tasks track the general needs for the people in the Recovery Case and any follow up tasks required to help with their relief and recovery. This playbook will provide tips and ideas to get the most out of this function in Crisisworks. It helps you manage Needs & Tasks workflow effectively, working with external agencies and your own departments to refer Tasks for follow up.
Need & Task Categories
Identify the immediate needs you are likely to require in this emergency and check that they exist in your system. Make sure they align with your council's arrangements for emergency relief. Rural councils might need categories like water tank cleaning and stock feed that urban councils do not.
Crisisworks comes with several pre-loaded categories. Review and deactivate any irrelevant to your council and community. Manage Need & Task Categories via system Lookups under Recovery - Immediate Need Category.
Referral Pathways
Consider who will provide these services, will they be provided by Council or an external provider?
Council services can be referred to a Position (eg Waste Officer, MRM Deputy). Any users on duty as those Positions will receive notification of assignments (in accordance with their communications preferences in their profile).
External providers can either receive referrals via report or they can be set up as Crisisworks Users to receive and manage their assignments directly.
Assigning to External Provider
DRAFT UP TO HERE
Need/Tasks can be assigned to external service providers can be set up with a Crisisworks User account, enabling them to receive direct notifications for referrals. This allows them to access and update the assigned Need & Task records, and update the provision status as the task progresses.
Note: External users can only view and edit the specific parts of the record assigned to them. They will not have access to the full Case record.
Setting up an External Provider as a Crisisworks User
Step 1
Create an Organisation record for the Agency: Add the external agency as an Organisation in Crisisworks.
Step 2
Create a Resource with the Type set to Service, link the Organisation.
Step 3
Create a Position for the external agency. Copy the JSON from an existing external user to ensure they have suitable access permissions.
Step 4
Create a Contact and Enable User Account, select the Organisation from the drop down list, add the Position. Fill in the rest of the user’s details.
Assigning an External Provider via report
If the service provider/agency will not be using Crisisworks, you can still assign a Need & Task to them. However, you will need to manually send referrals and coordinate progress updates.
Steps to set up an External Service Provider
Step 1
Create an Organisation record: Add the external agency as an Organisation in Crisisworks.
Step 2
Create a Resource with the Type set to Service, link the Organisation.
Step 3
Generate and send referral reports:
Create the Recovery Needs & Tasks with Case Data Report (RPT-57).
Specify the Category and Assignee to filter relevant tasks.
Use the Update Status Options to progress the status to ‘Referred’ or ‘In Progress’
Save the report as an Excel file and email it to the service provider.
This report can be run as often as needed. You can arrange with the service provider to send progress updates when they complete the task.
Help from Crisisworks KnowledgeBase
Players
Tip: Write the names of the people in this team here to personalise it before distributing this playbook.
Role
Description
People
MRM
Internal service providers - list here
External service providers - list here
Jobs to be done
Tip: write the specific services offered as part of this event below before distributing this playbook.
Job to be done
Workflow Method
WHO… is responsible
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
Last updated
Was this helpful?