RMS - Site Help
User Tasks
- For all user types
- Overview
- RMS Access
- Log In / Log Out
- Changing Your Password
- Sorting Search Results & Listing
- Viewing Resources
- Searching for Resources
Resource Tasks
- For users with full resource permissions.
- Adding New Resources
- Editing Resources
- Deleting Resources
- Deploying Resources
- Categorizing Resources
- Adding a Category
- Editing a Category
- Deleting a Category
- Customizing Categories
- Resource Relationships
- Associated Resources
- Creating & Using Associations
- Add New Association
- Switch Parent Association
- Deleting an Association
- Printing Resource Data Lists
- Printing Detailed Resource Lists
Administration Tasks
- For users with administrative permissions.
- Adding Users
- User Access Options
- Deleting Users
- Creating Custom Categories
- Adding a Category
- Editing a Category
- Deleting a Category
- Custom Cost Codes
- Adding Custom Cost Codes
- Editing a Custom Cost Code
- Deleting a Custom Cost Code
- Quarterly Review
- Adding Review Dates
- Exporting the Database
- Using Exported Data Files
User Help Content
Overview
The Total Visibility - Resource Management System provides an efficient method of collecting, cataloging, and querying resources that may be needed during a disaster or other emergency.
With Total Visibility - RMS, counties and municipalities have a secure and centralized system where key resources are categorized and accessed to support in emergency response. The system gives emergency management staff the ability to tag resources with multiple attributes, and provides powerful searching tools to quickly locate resources. The system can also provide notifications to users to review and update their information on a quarterly basis. This helps to ensure that information is always accurate.
During events of limited or no available power or Internet outage, the system information can be accessed from a cloud based application via any mobile ready device, so you’re never without critical resource information.
Total Visibility -RMS incorporates the use of colored buttons to help simplify function identification.
Common buttons include:
Accept or Confirm.
Cancel, Delete, or Remove.
A primary function.
A secondary function.
A supporting function.
Shows an Edit option.
Shows a Delete / Trash option.
Shows a "Date Selection" option.
Show / Hide content.
System Access
The Response Management System application allows authorized users access to the resource information from any device that has an Internet connection & browser.
Log In / Log Out
In order to Log In and access the application, point your browser to the appropriate URL, enter a valid email address and associated password and then click to log into the system.
Note: If you have forgotten your password, there is a link available to reset/change your password just below the Password input area. A reset password link will be emailed to you as long as the email address entered is found in the database.
To Log Out of the application, click on My Account in the main header area of any page to open the account options drop down list. Then click on Sign Out to end your session and return to the sign-in screen.
Changing Your Password
To change your password:
1. Click on My Account in the main header area of any page to open the account options drop down list. Then click on the Change Password option.
2. In the form provided, enter a new password and confirm the password by entering it again in the ‘Confirm Password’ field.
3. Click on to confim the password change. You will receive a confirmation that the password has been changed. The next time you log into the system you will use the new password.
Note: If you decide not to change the password you can click on and your password will not change.
Sorting Search Results & Listing
The Resource Listing area contains several columns that list the Resource Name, Resource Type, Location, and Parent Resource details.
- Click the Resource Name header to sort alphabetically in ascending or descending order.
- Click the Resource Type header to sort by type in ascending or descending order.
- Click on Location header to sort alphabetically in ascending or descending order.
Viewing Resources
Once a resource has been added to the database, it can be viewed by using the Resource Search and Listing browser window.
- Click on the resource name to view detailed and updatable resource information.
Searching for Resources
Once a resource has been added to the database, it can be found by using the Resource Search area of the main window.
Note: If your Resource Search area is hidden, you may need to click on the toggle button.
To define a query filter to find resources with certain attributes:
- Click on the button to open the Add Search Criteria options.
Build your query filter by utilizing options from the ‘Conjunction’, ‘Field Selection’, ‘Condition’ and ‘Criteria’ drop-down lists and text-box(s). The Conjunction field allows you to segment your searches by using “AND” or “OR” to conjoin criterion.
Once you have finished selecting the filters, click on the to include the query filter to your current search. You may also use the option to exit the query filter without adding it to your current search.
Note: You can add as many query filters as you want.
To change the criteria of a query filter:
1. Point your cursor over the listed query to show the options icons. Then click on the icon and change any search criteria option.
2. Click on the button to accept the changed criteria. You may also use the option to exit the update without changing it in your current search.
To remove a search criterion:
- Point your cursor over the listed query to show the options icons. Then click on the icon to remove the query from the current search.
Note: As you change the search criteria, your results will dynamically change in the Resource Listing area.
To view all of the resources in the database:
- Click on the button to clear all currently applied search criterion and display all the available resource records in the database.
To show or hide the Resource Search area:
- Click on the toggle button.
Resource Help Content
Using Resources
Adding New Resources
1. Click the New Resource option on the Resource Menu.
2. This will open the Add New Resource interface. Using the drop down options, select a parent resource and resource type.
Note: The type of resource you choose to add will determine the initial information that is collected for the new resource.
3. After making your selections, click on the button to create your new resource.
The system will now load the resource card for your resource where you can finish entering the resource details.
Editing Resources
1. Click on any Resource Name link, such as those in the Resource Listing area of the main window, to open the Update page for that resource.
2. When you have finished editing the information with your changes and/or updates, click on Save in the Update Resource menu bar.
To return to the Resource Dashboard, click on Resources in the main header, or click on the Close option in the Update Resource menu bar.
Deleting Resources
1. Click on the button associated with a resource listing to remove it from the database.
2. The system will prompt you to confirm the deletion of the record.
Click the button to verify the deletion of the resource, or;
Click on to keep the resource.
Deploying Resources
- To designate a resource as deployed, in the resource update area use the Status drop down option to toggle deployment status.
Categorizing Resources
Resources may be categorized (with or without ESF #'s), using the Resource Typing tab. When you are adding or editing a resource, you will find the Resource Typing tab in the lower portion of the resource card with the other tabs.
Adding a Category
To categorize a resource:
1. Click on the button to open the Add Resource Typing Item interface.
2. Use the drop-down lists to choose your category, resource, and type.
3. Click on the button to add your item. or;
Click to exit the interface without adding an entry for a category.
Note: A resource can be placed in many different categories, all at the same time.
Editing a Category
1. Click on the Edit button to the left of the category listing you wish to edit to open the Edit Resource Typing interface.
2. Use the drop-down lists to make any required changes.
3. Click on the button to update your item. or;
Click to exit the interface without updating the entry.
Deleting a Category
1. Click on the Delete button to the right of the category listing you wish to remove.
2. The system will prompt you to confirm the deletion of the resource typing.
Click the button to verify the deletion of the resource category, or;
Click on to keep the resource.
Customizing Categories
The Total Visibility RMS is pre-populated with a list of categories defined by the emergency management resource agencies, but it also allows Administrators to add custom categories. (See Creating Custom Categories in the Administration section for more information).
Resource Relationships
Resource relationships are an integrated part of the resource management system, and are utilized for data organization and retrieval. Every resource is a child, a parent, or both.
For example: ABC Fire Company (an organization/parent resource) may have Firehouse #1 as a child resource. Firehouse #1 may also have a Pumper Engine (child) that is parent to a 105’ aluminum ladder (child). Personnel resources would be child to both the parent organization and parent facility.
Associated Resources
Resource relationships are used to define associated resources. Associations are actualized when a resource is created and then are maintained through the Associated Resources tab.
To view the associated resources for any resource, click on the Associated Resources tab found at the bottom of the resource card.
The associated resources list includes the resource name, resource type, and the relationship of the associated resource, i.e. parent or child. A resource can have an unlimited number of resources associated with it.
Creating & Using Associations
All resources will have a relationship established when they are created. While using the + New Resource interface the user selects the Parent for the new resource, and when using the + New Child Resource option from any resource update page, the new resource is set as the Child of that resource.
Changing and/or adding additional associations between resources is accomplished differently depending on the resource type, but will always utilize one of the buttons in the Associated Resources tab.
Note: Since Equipment resources reside at a Facility location until they are deployed, it is recommended that Equipment resources are set up as children of Facility resources. This makes it easy to find the location of a piece of equipment by clicking on the parent resource's link in the equipment’s Associations tab to view the parent’s contact information.
Add New Association
To add a Personnel resource as a child of an Organization or Facility.
1. Click on the button located in the Associated Resources tab to launch the interface.
2. Using the page numbers you may look through all available personnel resources, or use the button to open the full search options and quickly find the resource you are looking for.
3. Once located, select the resource by clicking the beside the resource name and then click on the button to create the new association.
To cancel your action, simply click on the button.
Note: Associating users is primarily done by system administrators. Associating a resource does automatically grant permission for the user to view or edit the personnel that was associated. If the user wishes to view or edit a new association, they must have the appropriate permissions required to access a personnel resource
Switch Parent Association
To switch a parent resource association for a resource.
1. Click on the button located in the Associated Resources tab to launch the interface.
2. Using the page numbers you may look through all available resources, or use the button to open the full search options and quickly find the resource you are looking for.
3. Once located, select the resource by clicking the beside the resource name and then click on the button to initiate the association change.
To cancel your action, simply click on the button.
Note: If a resource has more than one parent attributed to it, you will see a dialog box allowing you to select which parent resource to switch from.
Deleting an Association
Certain users can delete Personnel child relationships directly from the Associated Resources tab:
1. Click on the button to the right of the resouce you wish to remove from the associated resources list.
2. The system will ask you to verify that you are sure you want to remove the resource association.
3. Click the button to confirm removing the associated resource, or;
4. Use the button to cancel the request to remove the associated resource.
Note: Personnel resources that are deleted are stored in the Archive tab in the Administration menu.
Printing the Resource Data Lists
The Total Visibility system allows users to print resource lists directly from the web.
1. Select the Reports option in the Resource Menu to display options, then click on the Print List option from the list. This will open another window with listing content and print options.
2. Select the printer of your choice and click ‘OK’.
The information displayed in the list is a direct reflection of the information displayed on the Resource and Search Listing browser window. The results you received from a search are those same results that will appear in the lists.
Printing the Detailed Resource Lists
To print the details of resources;
1. Select the Reports option in the Resource Menu to display options, then click on the Print Details option from the list. This will open another window with listing content and print options.
2. Select the printer of your choice and click ‘OK’.
The information displayed in the list is a direct reflection of the information displayed on the Resource and Search Listing browser window. The results you received from a search are those same results that will appear in the lists.
This report includes the date and time of the report generated, the name of the resource record, the contact name, address, phone, website address and the notes field.
Administration Help Content
Adding Users
The ENRM web-based system incorporates a user security model. This security model allows system administrators to setup users and define which resources they have access to and the level of access available.
Users that have been given administrative privileges can add users in the ENRM web-based system. Users can be defined as:
Users
Granted access to view the resources, change passwords, search the database, print listings and access Help menus. Users are required to provide credentials to log into the ENRM web-based system.
Administrators
Granted access to all features of the ENRM web-based system:
-View, add, edit and delete resources
-Export the data
-Review the list of resources tagged for quarterly review
-Access to the administration tool to:
-add, edit and delete users
-add, edit and delete categories
-add, edit and delete cost codes
-add, edit and delete review dates
-change passwords for all users
-assign access and reviewer privileges for users
-assign administrative privileges for users
1. Click on the ‘Administration’ link in the header area on any page.
2. You can add users by clicking on the ‘Add’ button under the ‘Users’ tab.
To complete the User’s Information details:
1. Enter the first name, last name and email address in the User’s Information details window.
2. To make a user an Administrator, click on the ‘User is an Administrator’ check box.
3. You must also assign a password for the user. Any user can change their password at any time by clicking on the ‘Change Password’ link on the main window of the system.
4. Enter the password again in the confirm password field to verify the password.
5. Click ‘OK’ to confirm and save the information.
Note: All fields marked with an asterisk are required fields.
Once you have entered and confirmed the credentials for a user, the system will display municipal security options to be identified for the user.
The choices are: No Access; View Access; Full Access and/or Reviewer.
1. Choose the access level for each municipality specified on the list.
2. A user can have no access, view access, or full access (see table below for more details).
3. Click on ‘OK’ to apply the changes.
4. Click on ‘Close’ to close the user’s information window.
To make users responsible for Quarterly Review of a township’s resources:
1. Click on the ‘Reviewer’ check box for each municipality the user is responsible for reviewing.
2. Select ‘OK’ to apply the changes.
A user that has been assigned the Reviewer privilege has the ability to review the resources tagged for quarterly review for the municipality listed in the user’s information detail window. (See Quarterly Review for more information).
Users’ Access Options
Municipality - Access Options:
*No Access
*View Access
*Full Access
*View Access AND Reviewer
*Full Access AND Reviewer
Deleting Users
Legacy had no section for deleting users. So I added this in.
The ENRM security model allows system administrators to delete users completly from the system.
To delete a user:
1. Click on the ‘Delete’ icon. The system will prompt you to confirm the deletion of the user.
Click on ‘OK’ to confirm the deletion.
To cancel the deletion of a user, click on the ‘Cancel’ icon
Creating Custom Categories
The application allows you to add your own categories.
To see a list of categories:
1. Click on the ‘Administration’ link found on the Resource Search and Listing browser window.
2. Choose the ‘Categories’ tab.
Adding a Category
1. Click on the ‘Add’ button and select the class name from the drop-down list. A blank field will be provided to enter the description of your new category.
2. Enter a brief description.
3. Click on the ‘Save’ icon to save the new category.
Editing a Category
1. Click on the ‘Edit’ icon to change the class and/or to change the category’s description.
2. Click on the ‘Save’ icon to save the changes.
To cancel the addition of a new category, click on the ‘Cancel’ icon.
Deleting a Category
To delete a category from the list:
1. Click on the ‘Delete’ icon. The system will prompt you to confirm the deletion of a custom category.
2. Click on ‘OK’ to confirm the deletion.
Custom Cost Codes
Any user with administration privileges can create custom cost codes.
To see a list of cost codes:
1. Click on the ‘Administration’ link on the Resource Search and Listing browser window.
2. Choose the ‘Cost Codes’ tab.
Adding Custom Cost Codes
To add a cost code:
1. Click on the ‘Add’ button. A blank field will be provided to enter the description of a new cost code.
2. Enter a brief description of the cost code.
3. Enter a unit of measure (UOM).
4. Enter a unit price.
5. To save the new cost code, click on the ‘Save’ icon.
Editing a Custom Cost Code
1. Click on the ‘Edit’ icon to change the code, code’s description, unit of measure (UOM) and/or the unit price.
2. Click on the ‘Save’ icon to save the changes.
Deleting a Custom Cost Code
To delete a custom cost code from the list:
1. Click on the ‘Delete’ icon . The system will prompt you to confirm the deletion of a custom cost code.
Click on ‘OK’ to confirm the deletion.
To cancel the addition of a new category, click on the ‘Cancel’ icon
Quarterly Review
Resource records can be tagged for quarterly review by municipalities. Only users that have been assigned Reviewer privileges for the municipality will receive an automated email notifying them that the list of resources is available for review. The email will contain a direct link to the Quarterly Review lists. Users may also access the Quarterly Review lists through the links provided on the Resource Search and Listing browser window.
1. To review resources, click on the ‘Review’ link at the top of the page.
2. Select the quarter to be reviewed.
3. Click Next> to continue to the review page, or;
4. Click on the ‘Return to Resource Listing’ and return to the Resource Search and Listing browser window of the ENRM web-based system.
Municipal personnel will be presented with a list of resources to review. Once a resource has been reviewed:
1. Click on the checkbox to the left of the record to indicate that it has been reviewed.
2. Click on ‘Done’ when you have finished reviewing the records.
The review process can be done at once or over several days. The resources that have been reviewed will remain on the list and the check box will be tagged. The date and time the resource was reviewed is posted.
Adding Review Dates
To add review dates to the system:
1. Click on the tab ‘Review Dates’ in the Administration tool.
2. Clickon ‘Add’.
3. Enter the year that the records will need to be posted for review.
4. Enter the quarter for that year.
5. Once you have specified the review year and quarter, click on ‘Save’ icon.
When the review date has been saved, the system will automatically create a ‘Send Review Notification’ link.
Click on this link to send the notification to the personnel assigned with the authority to review those resource records.
Once you have finished adding or editing data in the Administration tool:
Click on the ‘Log Out’ link to close the window. This will place you back on the Resource Search and Listing window.
Exporting the Database
The Electronic Notification and Resource Manual Access desktop application should not be the main point of entry of emergency resource data. It should serve as a ‘read-only’ application, used to locate information in its database in the event of a power outage or lack of Internet access. The ENRM Internet Module provides the ability for users to enter data from almost anywhere there is Internet access.
When users have updated, added, or changed resource records in the Internet module, the database should be exported to a file to allow updates to the desktop application. Administrators may want to accomplish this on a monthly basis or immediately after significant updates to the resource information have been made, to ensure the most up-to-date information is exported.
To export the current database:
Click on the ‘Export Data’ link.
Clicking the export data link loads the Create Data Export page, which allows you to kick off the data export process once you are ready.
To begin the export process:
Click the ‘Export’ button. This process may take a while depending on the amount of data within your system.
Once the system has exported all of your data, it will display all of the Microsoft Access databases available for download.
To download the data:
Click on each link and save the file to the location on your computer or network as desired.
Once you have finished downloading the exported data files, you may return to the main page:
Click the ‘Return to Resource Listing’ button to return to the Resource Search and Listing browser window.
Using the Exported Data Files
In the event of a power or Internet outage, the exported database files can be used on a laptop or other powered computer upon which the Desktop version was installed. This will provide a read-only capability to access resource information at critical times.
To use the desktop version with the exported data:
Locate the program folder on the targeted computer (the computer used during the critical situation). The default folder where the desktop version is installed is displayed to the right.
Copy the data files from the previous download location to the program folder, confirming that it is acceptable to overwrite the previous data files when the computer prompts. Copying may be accomplished by selecting all of the files from the download folder and then dragging and dropping them to the program folder.
Launch the desktop version of the system and access the data. Remember that any changes to the data in the desktop version are not able to be uploaded back into the web version, so it is strongly recommended that the desktop version remain a read-only resource tool.