Resource Managers

Resource Managers

A Resource Manager is responsible for monitoring resources available for a group of people. They are required to evaluate and approve funding for work orders submitted by their subscribers.

When a subscriber submits a work order through the Subscriber Portal, the work order stops within cairs.net and waits for the Resource Manager to approve funding. Once approved, the work order resumes within the workflow. Not all work orders require approval and your cairs.net administrator decides which work orders require approval.

In this section of the software, you are creating a Resource Manager Group. Each group contains the Subscribers that are also Resource Managers. You create each resource manager in your database as a subscriber, and then assign him or her to a resource manager group.

Once you create your resource manager groups, you assign them to a site. When a subscriber submits a work order for the site, Subscriber Portal notifies the Resource Manager that a work order requires their approval.

Resource Manager Information

Adding a Resource Manager Group

1. Click Subscribers.
2. Within the Navigation pane, click Resource Manager Group.
3. There are two ways to add a Resource Manager Group:

• • Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New. From the list, select Resources Manager Group.
  • Within the Actions pane, click the Add Resource Manager Group.

4. The General – Resource Manager window opens. There are 3 information panes:

• • Group Information
  • Selected Subscribers
  • All Subscribers

5. Within the top pane, Group Information, complete the following information (required fields are indicated with an asterisk (*)):

• • Resource Manager – type the manager’s name.
  • Job Title – type the manager’s job title.

6. In the bottom group, All Subscribers, select the subscriber(s) to be assigned to this group. To search for a specific subscriber, type their name or part of their name in the search box and press ENTER, or select the magnifying glass. A list of possible matches populates within the pane.
7. Click the desired subscriber(s) and click the Add Selected Manager in the Subscriber Association ribbon group.
8. The Selected Subscribers pane populates with the selected subscriber(s).
9. Within the Actions ribbon group, click Save (save and stay) to continue working within this group or Save & Close (save and exit) to return to the Resource Manager list.

Modifying a Resource Manager Group

1. Click Subscribers.
2. Within the Navigation pane, click Resource Manager Group.
3. Depending on the amount of records you have within your database, the Resource Manager Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired Resource Manager Group. The Resource Manager window opens.
5. Make any desired modifications to the group. For more information on fields associated with this group, please see Adding a Resource Manager Group at the beginning of this section.
6. Within the Actions ribbon group, click Save (save and stay) to continue working within this group or Save & Close (save and exit) to return to the Resource Manager Group list.

Deleting a Resource Manager Group

You cannot delete a group until you remove the managed Subscribers from the group.

1. Click Subscribers.
2. Within the Navigation pane, click Resource Manager Group.
3. Depending on the amount of records you have within your database, the Resource Manager Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired Resource Manager Group. The Resource Manager window opens.
5. There are three ways to delete a Resource Manager Group:

• • Highlight the Resource Manager Group name within the list and within the toolbar directly above the Navigation pane, click the red X.
  • Highlight the Resource Manager Group name within the list and within the Actions pane click the Delete Resource Manager Group link.
  • Within the list, double-click the Resource Manager Group name. The Resource Manager Group window opens. Within the Actions ribbon group, click the Delete button.

6. Once you click Delete, a message box displays verifying that you really want to delete the group, click Yes within the box to continue or No to cancel the operation.

Selected Subscribers

Adding Subscribers to a Group

1. Click Subscribers.
2. Within the Navigation pane, click Resource Manager Group.
3. Depending on the amount of records you have within your database, the Resource Manager Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired Resource Manager Group. The Resource Manager window opens.
5. The Subscribers in the Selected Subscribers pane are currently assigned to this Resource Manager Group.
6. The All Subscribers pane displays a list of Subscribers currently within your database but assigned to this group.
7. To assign a subscriber to the group, highlight the subscriber within the Available Subscriber list in the All Subscribers pane and click the Add Selected Manager in the Subscribers Association ribbon group. Alternatively, double-click the selected subscriber in the Available Subscriber list.
8. The subscriber name moves from the Available Subscriber pane into the Selected Subscribers pane.
9. Within the Actions ribbon group, click Save (save and stay) to continue working within this group or Save & Close (save and exit) to return to the Resource Manager List.

Removing Subscribers from a Group

1. Click Subscribers.
2. Within the Navigation pane, click Resource Manager Group.
3. Depending on the amount of records you have within your database, the Resource Manager Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired Resource Manager Group. The Resource Manager window opens.  The Selected Subscribers pane list all subscribers currently assigned to this group.
5. To remove a subscriber from the group, highlight the subscriber’s name within the Selected Subscribers pane and click Remove Selected Manager from the Subscriber Association ribbon group.
6. Within the Actions ribbon group, click Save (save and stay) to continue working within this group or Save & Close (save and exit) to return to the Resource Manager list.
7. The subscriber name will not re-appear in the Available Subscribers pane until you close out of the group and re-enter.

Resource Manager Sites

Adding a Site

1. Click Subscribers.
2. Within the Navigation pane, click Resource Manager Group.
3. Depending on the amount of records you have within your database, the Resource Manager Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired Resource Manager Group. The Resource Manager window opens.
5. Within the Show ribbon group, click the Sites button. The window displays two panes of information; the top pane displays the sites associated to the Resource Manager. The lower pane displays a list of all the sites within your database, the following read-only information is available for each site:

• • Site Name – displays the name of the site, this is the lowest level of the site tree.
  • Site Path – displays the complete path to the site. Each level is separated by a >.
  • Site Level – displays the site level name or number.
  • Site Code – displays the three-digit alphanumeric site code.

! You can search for a site within the Search All Sites pane by typing in the name or portion of the name within the Search text box, once entered click the magnifying glass. Any record with the search characteristics appear within the pane.

6. To add a site to a Resource Manager, find the site within the list, and double-click the record, the site name now displays within the upper pane.

! Be aware that sites do not inherit the associations of their parents. You must associate each level to the resource. For example, if you associate a parent and want all the children associated you must associate all children site as well.

7. Within the Actions ribbon group, click Save (save and stay) to continue working with this group or Save & Close (save and exit) to return to the Resource Manager list.

Removing a Site

1. Click Subscribers.
2. Within the Navigation pane, click Resource Manager Group.
3. Depending on the amount of records you have within your database, the Resource Manager Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired Resource Manager Group. The Resource Manager window opens.
5. Within the Show ribbon group, click the Sites button.
6. Within the top pane, right-click the site name to access a pop-up menu, from the menu select Delete.
7. Once you click Delete, a message box displays verifying that you really want to delete the site. Click Yes within the box to continue or No to cancel the operation.
8. Once selected, cairs.net draws a line through the site; allowing you to delete multiple items at once.
9. If you do not want to delete the site, right-click the record to access a pop-up menu and click Undelete.
10. Once you select Undelete, a message box displays verifying that you really want to keep the site. Click Yes within the box to continue or No to cancel the operation.