eRespond Resource Management

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eRespondResource Management
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Outline of Resource Management Module

• This module on eRespond Resource Management will
  cover the following areas
• What is a Resource
• How Resources relate to Work Orders and Tasks
• Accessing the Resource Management module in
  eRespond
• How to search for Crews
• Viewing Crew Details
• Creating Crews
• Updating Crew Details
• Assigning Crews to Shifts (Rostering)
• Viewing an Overview of Crew Availability
• How the Crew Metrics are calculated

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What is a Resource?

• A Resource is an individual or a Crew, which has
• A Work Location (or set of work locations)
• Skills (a collection of which will determine the
  Crew Type)
• Personal, Address and Contact Details
• (usually) an Employee Number
• (Usually) A Vehicle
• A crew will have shift pattern that defines their
  on and off duty periods
• A crew will be assigned a number of Tasks that
  define the work they have to carry out

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How Crews Relate to Tasks and Work Orders

• Crews will be assigned Tasks to work on
• Crews can be allocated tasks which means they
  are in the Crews backlog and will remain there
  until they have been Issued to the crew
• Once a Task has been issued to a Crew the Crew is
  expected to travel to the site and commence work
• A number of tasks, each of which can have
  different Crews make up a Work Order
• A task will have a default set of Crew Types
  which define the alternative types of Crew
  required to complete the work these are used
  when assigning tasks, to narrow the search for
  on-duty crews

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Access Resource Management

• To access the Resource Management module, select
  the Resource menu from the main eRespond menu,
  and select the List Item
• The Resource List Screen is displayed

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Searching for Resources

• The Resource List Search Pane allows the user to
  search for Crews using criteria in 3 different
  tabs

Further relevant WO attributes, including skills
Search by Crew Name, Type, call Sign, associated
WO Type, and On-Duty Status
Address and Location attributes, e.g. search by
Street and Town
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View Crew Details

• The Crew details can be viewed in 2 ways
• Via the tabbed Crew Details area in the List
  Display
• Via the Right-click menu in the Resource List
  display

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View Crew Details (cont.)

• Viewing Crew details on tabbed area of Resource
  List

Crew Details, including Summary information, The
list of Tasks associated with the Crew, Any
Alarms associated with the Crew, the crew members
associated with the crew (for multi-member crews
only), contact information, and current shift
rotas
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View Crew Details (cont.)
The Update Crew Details wizard allows the user to
not only view the Crew details but, unlike the
tabbed area update some of the values (see
Creating Crews for full step-through of Crew
Details Wizard)
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Creating Crews

• In some cases eRespond will have an interface to
  a 3rd party resource management system, e.g. SAP
  HR, which will be the master of all resources
  so creation of resources in eRespond will be
  disabled.
• However in the cases where eRespond is used to
  create crews, there are two options in eRespond-
• Add Single Member Crew, or Multi-member Crew

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Creating Crews (cont.)

• The only difference between creating a single
  member crew and a multi-member crew is that for
  the latter you start by selecting the members
  that will make up the crew from the list of
  single member crews in Resource List
• The crews selected MUST be single member crews
  (i.e. individual resources)

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Creating Crews (cont.)

• Selecting either of Add Single Member Crew or
  Add Multi-Member Crew will bring up the Create
  Crew Wizard

If you selected Create Multi-Member Crew This
area is populated by the crews you selected. The
Crew at the top is the Crew/Team Leader, The
order in the list can be adjusted
Basic Crew Details Mandatory fields Crew
Department, Employee Number
Click Next to continue
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Creating Crews (cont.)
Associate Skills with Crew
Click Next to continue
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Creating Crews (cont.)
Select Work Order Types this Crew can be
associated with
Click Next to continue
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Creating Crews (cont.)
Select Local Office (geographic areas) the Crew
will be associated with. This will determine by
default what crews will be filtered out when
searching for suitable crews for tasks. A Crew
can be associated with more than one Local Office
Click Next to continue
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Creating Crews (cont.)
Add at least one contact for the Crew in
practice there may be multiple contacts for a
multi-member crew
Click Next to continue, can Finish also at
this stage
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Creating Crews (cont.)
Summary Screen for Crew Details
Click Finish to complete the crew creation
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Updating Crews

• To update a Crew the procedure is the same as for
  Creating a Crew

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Assigning Rotas to Crews (Rostering)

• eRespond has 2 means of assigning rotas to crews
  
• Add an individual shift
• Add a shift pattern to a crew
• To add an individual shift to a crew (or crews)
• Select the crews in Resource List you want to add
  the shift to
• Select Add Shift
• This brings up the Add Shift dialogue box

Identify Shift Type Emergency, Maintenance, On
Call
Start and End Time for individual shift
Selected Crews Shift is to be applied to
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Assigning Rotas to Crews (Rostering) cont.

• Shift is added to Crews, and Time On, Time Off ,
  and Time Left On, columns of Resource List are
  updated
• Rota tab of Crew details is also updated

Time On Duty, Time Off Duty, and Time Remaining
On are useful clues as to whether it is
worthwhile assigning a Task to a Crew
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Assigning Rotas to Crews (Rostering) cont.

• A shift rota is a pre-defined (configurable) list
  of shifts on a weekly, two weekly, 4 weekly etc.
  pattern
• Adding a shift rota adds all the individual
  shifts in one go
• A crew can have more than one shift pattern
  assigned as long as they do not overlap in
  time, e.g. a day pattern and an on-call pattern

Pre-defined Shift Pattern
Time period over which pattern can is to be
applied
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Assigning Rotas to Crews (Rostering) cont.

• A shift can also be deleted for a crew, e.g. for
  absence through sickness

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Viewing an Overview of Resource Availability The
Work Matrix

• eRespond has a specific display to allow the user
  to view an overview of current crew availability
  in the system, the Resource Matrix
• To select the Resource Matrix
• This brings up the Resource Matrix

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Viewing an Overview of Work Progress The
Resource Matrix (cont.)

• The Resource Matrix is updated every few minutes

On Duty Status along the header row. Includes
distinction between those on emergency shifts,
those close to starting emergency shifts, and
those close to finishing emergency shifts
Local Office down the first column
The cell contains the number of Resources of that
On Duty Status for that Local Office clicking
on the cell allows the user to drill down and
view the details of those Crews in the Resources
List
Filter facilities to allow you to only view the
Crew Types you are interested in
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View Resource Audit Trail

• To view the audit trail (history) for a Crew
• Right click on the Crew
• Select
• This will bring up the Resource audit trail
  display

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Summary

• In this module we have covered
• What a Resource/ Crew is in terms of eRespond
• How Resources relate to Work Orders and Tasks
• How to access the Resource Management module in
  eRespond
• How to search for Crews
• How to view Crew Details
• How to create Crews
• How to update Crew Details
• How to assign crews to Crews to Shifts
  (Rostering)
• How to get an Overview of Crew Availability