How To Set Up Resource Management

💥 Resource Management is a premium product and requires separate licenses. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at [email protected] or call 888.836.6269.

The Resource Management license must be purchased (as it is a premium product) and turned on to utilize this product. The purpose of Resource Management is to efficiently manage and allocate resources across the organization for all jobsites. From knowing the current location of assets or labor resources to and properly scheduling them for the sites and tasks they are needed and managing the logistics and communications between everyone involved.

Workflow Overview

• A request is made either on the desktop or mobile application for a specific asset or labor resource needed for a specific timeframe and location to complete a specific job(s).
• The request is then sent to the Asset Approver to either approve or deny the request. If the request is denied, the Asset Approver can either process a request with a different asset or deny the request altogether. If the request is approved, it will flow to the Dispatch Queue for the Dispatcher to then move the asset.
• The processed and pending or completed asset/labor requests then live in the Dispatch Events page where they can be viewed in detail.

This process eliminates the "management whiteboard" in the field/office and allows for cost savings on rented assets and time spent looking for assets or waiting for assets to be moved from site to site.

Setup

Several permissions are associated with notifications for this feature. These notifications are tied to this license and not particular permissions. These permissions can be edited at the individual user level.

1. Assign roles
2. Prep permissions
3. Setup labor resources and determine categories

Assign Roles: Determine the individuals who will have the ability to approve and deny the labor and asset requests.

The Dispatcher manages the Requests and Dispatch features such as the Dispatch Board and Dispatch Queue.

Prep Permissions: To edit user permissions for Resource Management, go to Settings > Permissions. There you can create and edit specific permission codes.

Here you can click on a specific code and edit the permissions so users can either view or edit specific items in the resource management license.

Setup Labor Resources and Determine Categories: Refer to this article for set up instructions: https://help.tenna.com/article/417-how-to-create-and-manage-labor-resource-categories.

Permissions and Configurations

To manage permissions, click "Setting" then "Permissions".

Permissions: Once the Resource Management license is purchased, any user has the ability to create a request for an asset or labor resource, but the asset approver and/or labor resource approver permission must be turned on to assign a user to these roles.

• Asset Approver- Can approve or deny all requests for assets.
• Labor Resource Approver- Can approve or deny all requests for labor resources or crews.

Configurations: Click on "Settings" then "Configurations", then "Requests" to manage the configurations.

• Type in the number of days you would like a request to remain until it expires (the request has not yet been approved or denied).
• Determine the expiration rule for pending requests:
  • Pending requests will expire within "x" days.
  • Pending requests will expire in "x" days or at the start date (whichever comes first).
  • Pending requests will expire in "x" days or a the end date (whichever comes first).
  • Requests will have an indefinite duration and will not expire.
• Set up a notification to be sent when a scheduled request is ending. This notification will give you an option to edit the request or request again. This will not be an option for requests that are 48 hours or less.

• Dispatch Board Card Drag Action - This will set the default settings for when requests for assets or labor resources are created by dragging cards on the Dispatch Board.

• Dispatch Event Completion Requirements - Select the following options to see what will be required for a user to complete a dispatch event
  • Text Note
  • Signature
  • Photo
  • Voice Memo

Notifications

Notifications for Resource Management are not set up within the configurations section of the platform. The notifications that can be sent will come from the Requests and Dispatch modules.

• Requests-
  • When a request is sent to the approver, the approver will receive a notification to approve the request; this is permission based, to receive this notification permissions must be set as asset or labor approver.
  • Notifications are sent to users who create a request when the request is approved, denied, cancelled, or about to expire.
• Dispatch-
  • Notifications are sent when a dispatch event is created, cancelled, or completed. These notifications will be sent through the Tenna platform.
  • Notifications can be sent via third party to operators in the field not using the Tenna app. For more information on this see SMS Dispatch Messages Overview.

Resource Management FAQs:

1. How do I onboard Resource Management and incorporate it into my workflows?

The most critical piece to incorporating Resource Management is understanding who owns what part of the process when it comes to requests (field-based resources), approval, (superintendents or other), dispatching the asset to drivers, and the drivers who need to take action on the dispatch event. Every organization can have different individuals who handle each of these activities. Begin identifying these users at a role-based level vs. an individual permission-based level. This ensures that each person using the tool has the same set of expectations and capabilities.

Permissions play a large part, as well as data access control so users only see and interact with assets that are relevant to them. Often dispatchers, or superintendents may transfer an asset from one division to another so they can dispatch it for a specific need. Those users need to live higher on the DAC visibility levels so they can see across the spectrum and make the best call for the organization.

2. Can I edit request dates for Resource Management assets after they are approved?

As of now requests can be edited easily prior to approval, but if the request has been approved and needs to be edited, the request must be cancelled and recreated.