For instruction on how to establish and maintain resource inventory information in the Essential Emergency module, click the following links or use the scroll bar to scan the page.
Entering Resource Availability, Requirements, and Manufacturer Details |
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The Emergency Resource Library form is used to keep up-to-date information about your resource inventory. Establish single resources or set up a team of personnel. An individual resource is a piece of equipment or a type of supply from one manufacturer that is used in emergency management, such as barricades, cots, dogs for search and rescue, bandages, front-end loaders, etc. A team is made up of two or more personnel with complementary skills that will be deployed together as one resource. For example, a fire-fighter with search-and-rescue skills and one with advanced life support skills may be deployed as a team during a rescue. Teams can also be associated with equipment and/or supplies. For example, a helicopter requires a licensed pilot, and a rescue vehicle with first aid kits needs a driver and medical personnel. The team and associated equipment can be deployed as one resource.
The Resource Library form is a comprehensive form used to store pertinent data about your resources, as outlined below.
Categorize your resources by identifying the typed resource value, and the resource discipline, category, kind, and type. This information can be useful for locating the appropriate resources during a time of crisis.
Specify availability details to monitor when resources need to be replenished.
Document resource requirements, such as lead time, cost, size, requesting instructions, release and return processes, and any restrictions.
Record manufacturer specifications and identify resource component and capabilities/capacities.
Identify one or more point of contact for each resource.
For teams, designate team members and associate one or more equipment resources with the team when applicable. Any existing resource record can be assigned. When the team is deployed, all members and equipment are deployed as one resource.
Maintain training and certification information related to the use of the resource.
Provide contract details, including point of contact, relevant to the resource. In some cases, it may be appropriate to add a link to the contract for easy reference.
Link or attach files that exist in third-party applications, such as Microsoft Word, to the library record to provide additional information pertaining to the resource.
It is recommended that your emergency contact and entity records be established before adding resources to the library. The Contacts and Personnel form is used to set up records for employees and outside contacts, including individuals who will be part of a team or who are a resource point of contact. The Enterprise Entity form is used to establish the master source of descriptive and referential information about suppliers, manufacturers, shelters, response organizations, special facilities, -- all types of organization information which must remain predictable and consistent. The information integrates fully with other, related records, such as the resource and personnel records, to indicate who the owner of the resource is or to what organization personnel belong.
In the Emergency module, teams can be established using the Resource Library form (recommended) or the Contacts and Personnel Team form. However, teams are available for emergency incidents only when a resource library record exists for the team. An option is available on the Contacts and Personnel Team form to add an existing team to the library. A link is provided that opens the Resource Library form populated with the team name, team type, and entity. When the resource record is saved, the team will appear on the browse views for both forms.
Maintaining accurate records about your inventory and suppliers as part of your daily routine will ensure that your staff can track resources easily during an incident.
Set up resources on the Resource Library form. Specify whether the resource is a Single Resource or a Team resource; the Single Resource option is the default. The sections displayed on the Resource Library form are based on whether the resource is a single resource or a team. For example, the Team Personnel section is not displayed when the resource is a single resource. It is important to note that the resource option cannot be changed once the resource library record is saved.
After a resource has been established, you can track its inventory levels and deployments.
To establish resources
Click Data Entry > Resources > Resource Library in the Navigation Tree (or use the shortcut menu) to access the Resource Library list.
Click the New
button.
The Resource Library form is
displayed.
Select the Single
Resource or Team option
and enter an identification number or name in the ID
NO./Name field.
Tip: The single resource/team option cannot be changed
once the resource library record is saved.
Use the guidelines below to further define the resource based on the option specified in step 3:
For a Single Resource, select the Resource Name from the list. If the applicable name is not listed, click the Ellipsis button and add it.
For a Team, enter the Team Name and select a Team Type from the list. If the applicable type is not listed, click the Ellipsis button and add it.
Select an Enterprise
Entity from the list and specify whether the entity is the
Home of the resource or if
the resource's location is Different
from the selected entity's address. When Different,
select the entity from the field next to the option.
The Map button is available
to view the location on a street map.
Select a Typed
Resource, Discipline,
Category, Kind,
and Type value from the list
for each field.
If the applicable value is not listed, click the Ellipsis
next to the field and add it.
Enter an Alias and Description for the resource.
Complete the Resource
Availability, Requirements and Manufacturer section and click
Save to display the remaining
sections of the form.
The sections displayed are based on whether the resource is a single
resource or a team. For example, the Team
Personnel section is not displayed when the resource is a single
resource.
Enter applicable information in
the other sections and click the Save
button on the form.
Use the map buttons to view resource-related locations.
Repeat steps 2 through 9 to add other resources.
Use the fields in the Resource Availability, Requirements, and Manufacturer section on the Resource Library form to enter information about the resource that can assist in the resource selection process during incidents. Specify the resource status, available quantity, and whether the resource is consumable or not. Enter usage requirements, such as lead time, cost, size, requesting instructions, release and return processes, and any restrictions. The resource's manufacturer along with the model name/number and serial number/VIN can also be entered. when applicable.
To enter resource availability,
requirements, and manufacturer details
Locate the resource on the Resource Library list, click the resource link to open the Resource Library form, and expand the Resource Availability, Requirements, and Manufacturer section if necessary.
Use the following guidelines to complete the fields:
Click the Consumable check box for resources that can only be used one time.
Use the Cost field to enter expenses associated with using a resource. Contracting fees may apply for a team's services. Resource contract information can be entered in the Resource Contracts section.
If the list for the Status field, NIMS Status field, or any of the Unit fields does not contain the required value, click the Ellipsis button next to the field and add it.
Select the Manufacturer from the list of entities. The Map button is available to view the entity location on a street map.
Click the Save button on the form.
Specify the resource point of contact, along with any other individuals that can be contacted about the resource in the Resource Contacts section on the Resource Library form. In addition to the contact name, the contact's phone number, 24-hour number, email address, and FAX number are automatically displayed in the section provided this information has been entered on the corresponding Contacts and Personnel form.
A Send Notification link is displayed if a third-party external notification utility has been linked to your Emergency module. Click the link to automatically notify all of the contacts listed. The utility is provided with the contact names and distribution method information along with a message that lets each person know they are a contact point for the resource:
You are a contact for [NAME OF RESOURCE] and may be needed for an emergency deployment. Please contact Operations Desk for details.
Configuration settings control the availability of the external notification-related
links. Refer to Configurable
Settings for information about the Essential™ Configuration
Utility.
To add resource contacts
Locate the resource on the Resource Library list, click the resource link to open the Resource Library form, and expand the Resource Contacts section if necessary.
Click Add Resource Contact.
Click the check box adjacent to
each contact to be added and click Add
Selected Items.
Each contact is displayed as a line item in the Resource
Contacts section. To remove a contact, click the Delete
button adjacent to the line item.
Click the Save button on the form.
Add the members of a team resource in the Team Personnel section on the Resource Library form. The Team Personnel section is displayed only when the resource has been established as a Team. The member's position as it relates to the resource can also be specified.
A Send Notification link is displayed if a third-party external notification utility has been linked to your Emergency module. Click the link to automatically notify all of the contacts listed. The utility is provided with the contact names and distribution method information along with a message that lets each contact know they are a contact for the resource:
You are a contact for [NAME OF RESOURCE] and may be needed for an emergency deployment. Please contact Operations Desk for details.
Configuration settings control the availability of the external notification-related
links. Refer to Configurable
Settings for information about the Essential™ Configuration
Utility.
To add team members
Locate the resource on the Resource Library list, click the resource link to open the Resource Library form, and expand the Team Personnel section if necessary.
Click Add Contact.
Select a Contact
from the list.
The positions entered for the contact in the Positions
section on the Contacts and Personnel
form are automatically available for selection in the Position
field. If the contact is not listed, click the Ellipsis
button next to the field and add the contact.
Select a Position
from the list.
The Priority field is automatically
completed based on the position selected. If the appropriate position
is not listed, click the Ellipsis
button next to the Position
field to open the Contacts and Personnel
form; add the position in the Position
section.
Click OK.
Team member information is displayed as a line item in the Team
Personnel section. Change existing information using the buttons
adjacent to the line item.
Repeat steps 2 through 5 to add other team members.
Click the Save button on the form.
Several pieces of equipment are often deployed with a team. For example, a helicopter with life support equipment may accompany a Search and Rescue team. Associate existing resources with a team in the Team Equipment section on the Resource Library form. The Team Equipment section is displayed only when the resource has been established as a Team.
Note:
Before adding equipment items, ensure each piece of equipment has
been established as a single resource.
To associate equipment resources
Locate the resource on the Resource Library list, click the resource link to open the Resource Library form, and expand the Team Equipment section if necessary.
Click Add Resource.
Click the check box adjacent to
each resource to be added and click Add
Selected Items.
Each resource is displayed as a line item in the Team
Equipment section. To remove a piece of equipment, click the
Delete button adjacent to
the line item.
Click the Save button on the form.
A component is an element or part of a resource that is used with metrics to help define the resource. For example, a Search and Rescue Team could consist of "Personnel" and "Helicopter" components. A metric is a measurement standard that identifies capability or capacity of a component, such as “Passengers” for the Helicopter component. A metric quantity, such as "4", defines the minimum resource capability or capacity of the component. As a result, the helicopter would have the capacity to hold four passengers. Define components, metrics, and capabilities in the Components and Capabilities section on the Resource Library form.
To define components and
capabilities
Locate the resource on the Resource Library list, click the resource link to open the Resource Library form, and expand the Components and Capabilities section if necessary.
Click Add Component.
Select the Component and Metric from the list for each field.
Enter the Capability
and click OK.
The component information is displayed as a line item in the Components and Capabilities section.
Edit existing component information using the buttons adjacent to
the line item.
Repeat steps 2 through 4 to define other components.
Click the Save button on the form.
Enter certifications earned by team members or certifications for resource performance or quality in the Certification section on the Resource Library form. This information can be useful for recordkeeping and when filling incident deployment requirements.
To enter certification information
Locate the resource on the Resource Library list, click the resource link to display the Resource Library form, and expand the Certification section if necessary.
Click Add Certification and use the following guidelines to enter certification information:
Type date entries or use the Calendar button to select dates.
If the list for the Certification or Status field does not contain the required value, click the Ellipsis button next to the field and add it.
Click OK.
The certification information is displayed as a line item in the Certification section. Edit existing
information using the buttons adjacent to the line item.
Repeat steps 2 and 3 to add other certifications.
Click the Save button on the form.
Add information about courses attended by personnel/teams, such as CPR, Chemical Identification, Evacuation Planning, etc., in the Training section on the Resource Library form. This information can be useful for recordkeeping and when filling incident deployment requirements.
To add training information
Locate the resource on the Resource Library list, click the resource link to display the Resource Library form, and expand the Training section if necessary.
Click Add Course and use the following guidelines when entering training information:
Type date entries or use the Calendar button to select dates.
If the list for the Course or Status field does not contain the required value, click the Ellipsis button next to the field and add it.
Click OK.
The course information is displayed as a line item in the Training
section. Edit existing information using the buttons adjacent to the
line item.
Repeat steps 2 and 3 to add other training information.
Click the Save button on the Resource Library form.
Specify existing contracts associated with the resource in the Resource Contracts section on the Resource Library form. Specify the contract name, number, and POC. Add a link to the contract file or attach it to the resource library record in the Attachments section.
To enter resource contract
information
Locate the resource on the Resource Library list, click the resource link to open the Resource Library form, and expand the Resource Contracts section if necessary.
Click Add Resource Contract.
Select a Contract
from the list.
If the applicable contract is not listed, click the Ellipsis
button next to the field and add it.
Enter the contract Number.
Select an Enterprise Entity from the list.
Select the POC
from the list.
If the contact is not listed, click the Ellipsis
button next to the field and add the contact.
Click OK.
Contract information is displayed as a line item in the Team
Personnel section. Change existing information using the buttons
adjacent to the line item.
Repeat steps 2 through 7 to add other contracts.
Click the Save button on the form.
Review a history of deployments for the resource in the Deployments section on the Resource Library form. Information for each deployment event is displayed as a line item. The incident, location, and activation and demobilization dates are included. The incident name is a link that provides access to the common deployment record where deployment details can be viewed on a read-only version of the Common Deployment form. Refer to Resource Deployment for additional information.
The following two methods are available for adding related files that exist in third-party applications, such as Microsoft Word, to a resource record:
Document Links - Set up a hyperlink to the file. Optionally, the location of an off-line reference can be specified without a link.
Document Attachments - Add a file to the record. The default maximum file upload size supported by ASP.NET is 4096 KB (4MB). The default can be modified to support larger file uploads, i.e., attaching files larger than 4MB. For instructions to increase the default value, refer to Microsoft (https://docs.microsoft.com) and view the article: httpRuntime Element (ASP.NET Settings Schema).
Each link or attachment is displayed as a line item in the Attachments section on the Resource Library form. Attachments and linked documents can be viewed by clicking the link.
Note:
In order to view a file listed in the Attachments
section, desktop access to the particular software used to create the
file must be available. For example, access to Microsoft Word is required
to view an attachment created as a Word file (.doc, .docx).
Expand the Attachments section if necessary.
Click Add Link.
Enter the file path in the File field or click Browse to locate and select the file.
Enter a Description of the document and the Document Location field.
Select a Document
Type from the list.
If the appropriate type is not listed, click the Ellipsis
button and add it.
Ensure the Is
Hyperlink check box is selected to establish the link.
When specifying an off-line location, ensure the Is
Hyperlink check box is not selected.
Click OK.
The document information is added as a line item in the Attachments
section. Click the link to view the file. Edit existing attachment
information using the buttons adjacent to the line item.
Click Save.
Repeat steps 2 through 8 to add other document links.
Expand the Attachments section if necessary.
Click Add Attachment.
Enter a file path in the File field or click Browse to locate and select a file.
Enter a Description of the attachment. A maximum of 70 characters can be entered.
Repeat steps 3 and 4 to add a second and/or third attachment.
Click OK.
Each attachment is added as a line item in the Attachments
section. Edit existing attachment information using the buttons adjacent
to the line item.
Click Save.
Repeat steps 2 through 7 to add other attachments.
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