Handling the pre-event planning process for an impending event

Resource Planner enables the user to allocate resources per location, track requests per contractor and calculate total number of requests and commitments.

Details:

RESOURCE PLANNER HOME –

• Resource Planner can be found on the Planning tab within the ARCOS platform.
• Clicking Resource Planner opens the dashboard to create new or manage any active events which are displayed on individual Event Cards

Event Cards represent and display the following information –
Event Name - Any issue requiring resources.
Number Of Resources - This number is the difference between Requested and Committed. When still in need of Committed Resources, the negative number will appear in orange.  Over committed Resources numbers will appear green.

• Requested - Total number of resources requested by all the locations in the event.
• Committed - total number of resources received from responders.
• Allocated - total number of resources allocated to all locations requesting resources.
• Arrived - total number of resources that have arrived on site.

Manage - Click to edit the event.

CREATING A NEW PLAN –
Click the + New Resource Planner button to create a new plan.

Event - An Event can only have one plan associated, once a plan is created the Event is no longer available and not listed in the menu.
Crew Manager Perspective - Associate the Event with an existing Crew Manager Perspectives to allow the crews to then be managed within Crew Manager. This function is only available to licensed Crew Manager users.
Selected Locations - This section follows the ARCOS four-tiered hierarchy.  Locations can be selected at any level.  Lower-level selections will automatically roll up and auto-select the parent location.
Resource Types - Select the Resource Types needed for the Event.

Manage A Plan –
Clicking the Manage link within an individual Card opens the Event details page.

Edit - Clicking the edit icon allows any changes necessary to the issue.
Individual Cards - Individual Cards broken down into the Resource Types requested and the Event Totals displaying cumulative totals. Numbers automatically update when data is entered in the bottom portion of the page, this includes the following tabs:

• Region Request - Enter the number of Resources needed in the defined locations.
• External Requests - Requests made to external partners or “Providers” are tracked in this tab.
• Allocation - Enter the number of the committed Resource from the provider per location.
• Arrival - Enter the number of Resources that have arrived at the assigned location.

Region Request –
The Region Request tab is where resource needs are entered for all the locations associated with this event by Resources Type.  Numbers can be entered at all tiers of the hierarchy.  Numbers entered at lower hierarchical locations will automatically roll up and the total will be displayed at the parent location.

Roll Up Options –
If the sum of numbers entered at lower levels is greater than the number entered at the roll up level, the delta is displayed in orange.  If the entered roll up number is greater than the roll up sums, the delta is displayed in green.

Resource Types are filtered to display All Resource Types or a specific resource.  If filtered, only that column will display and the Resource Type card in the top portion will be highlighted.

External Request –
The Provider details are maintained and tracked in the External Requests tab.
The information tracked here includes:

• Requested - Enter the number of Resources needed.
• Offered - Enter the amount offered by the listed provider.
• Accepted - Enter the amount accepted.
• Committed - Enter the amount of commitments.
• ETA - The date and time they are expected to arrive at the Event.

Add Provider –
Providers must be added to the Event prior to being available for selection. Clicking the + Add Provider button opens the Select a provider window.  Select an existing Provider from the dropdown menu or enter the New Provider Name to be added and made available for selection.

Allocations –
This tab details all distribution of committed resources from providers by resource type.

Over Allocations –
The number of Committed resources for each selected Provider is displayed at the top of the column.  As numbers are Allocated, the totals are updated at the top of the page.  A warning is displayed if attempting to allocate more resources than were committed and those changes will not be saved.

Once commitments are made, enter the number of resources each location is to receive.  These numbers roll up to the parent location, the percentage of fulfilled Region Requests is displayed in each location and the Events and Resource Type Cards above are updated.  Resource Types can be filtered.  If filtered, only that column will display and the Resource Type card in the top portion will be highlighted.

Create Crews –
When a Crew Manager Perspective is associated when the plan is created, the user can Create Crews from the Allocation tab, which then can be managed in the Crew Manager module.  With the Provider
and the Location selected, the Create Crew button becomes available.

The Create Crews button is only enabled when a single Provider is selected. Once crews are created, the selected rows, and associated roll up locations are grayed out to prevent duplication.  Once clicked, the crew is created in the Perspective selected when the plan was created.

When viewed in Crew Manager, the crew’s name will be generated to include the include Event Name, Resource Type, and Provider and will be displayed with the following attributes:

• Event Name
• Resource Type
• Allocated Count
• Location
• Provider
• Resource Planner

Arrival –
The purpose of this tab is to track the number of resources that have arrived at the assigned location. With the Resource Type filtered and the Provider selected, the user enters, at the location level, the number of resources that have arrived.  If the number of Arrived resources is greater than the number Allocated, then overage is displayed in orange

These numbers roll up to the parent location, the percentage of Allocated Resources is displayed in each location and the Events and Resource Type Cards above are updated.