Resource Management Software
Published May 19, 2021
In the middle of an emergency, getting the right resources, to the right place, at the right time can prove the difference between life or death. Those are the stakes of resource management in a nutshell.
What’s resource management actually? It’s the organisational function dedicated to coordinating and overseeing tools, processes, and systems that help provide managers with appropriate resources in an appropriate timeframe.
That timeframe doesn’t have to be dictated by an emergency. Indeed, we can all stand to benefit from better allocating resources whether for business-as-usual work, special projects, or incidents.
That being said, some of the best resource-handling frameworks have emerged out of emergency management. Those frameworks set out to help teams and agencies improve operational flexibility and enhance capacity. The ultimate goal being to help teams and agencies to solve problems quickly (but not carelessly). The frameworks do so by offering a series of best practices that emergency management and public safety agencies, whether working individually or in concert with mutual aid partners, can deploy to effectively respond to incidents.
The National Incident Management System (NIMS), for instance, lays out a standardised approach to resource management. The approach is based on a few core concepts:
NIMS essentially boils down to proper planning before an incident, during which time organisations should inventory and categorise their resources by kind and type, including size, capacity, capability, and other characteristics. The resources themselves include the following:
While certainly helpful, NIMS and other frameworks are just that, structures. Teams and agencies will have to turn theory into practice, not only before an emergency but also in the context of business-as-usual work and special projects. To do so, they will have to overcome some common operational challenges.
For one, business-as-usual work, even when central to the well-functioning of an organisation, often remains far less transparent to decision makers than special project work. In consequence, business-as-usual work gets treated as unproductive and expendable, while special project work is perceived as lucrative and time sensitive.
Another challenge is that geographically dispersed teams, increasingly common in this era of social distancing, generally experience greater difficulty in coordinating their resources. What’s more, teams often deploy the wrong resources to a project and end up wasting crucial time. The same goes when communication flows are inefficient and resource documentation is inadequate.
Often at fault is poor resource capacity planning. Poor resource capacity planning then leads to poor resource allocation. That means the best resources get overbooked and overburdened with trivial projects by managers who don’t understand core project demands. The overall failure of resource optimisation in turn creates inefficiency and confusion.
What can be done to improve resource management? Simply increasing the visibility of business-as-usual work is a start.
But how? In most existing resource management solutions, business-as-usual work often gets notated as if it were just another project. Tasks and activities need to be clearly laid out, so as to justify resource allocation for each business-as-usual activity.
Those resource management challenges only get exacerbated in an emergency management context, where incidents happen (and evolve) quickly. Without proper planning, teams and agencies will find themselves overwhelmed by the volume of unplanned resource requests. Resources themselves (human and otherwise) will be shuttled along without proper transition periods between deployments.
In the case of disasters, teams also have to avoid the negative consequences of resource convergence. That’s when people, goods, and services are sent into an emergency zone all at once. Convergence can lead to resource congestion, which only hinders the delivery of aid.
Another wrinkle: in the case of large-scale emergencies, multiple agencies will usually respond in concert. Emergency response providers can include federal, state, and local public safety, law enforcement, emergency response, emergency medical (including hospital emergency facilities), and related personnel agencies, and authorities. That’s quite the mix.
Each one of those responding agencies, however, brings with it its own set of competencies, experiences, and systems. That creates huge issues for effective resource allocation. Common resource management challenges in that context include:
Effective collaboration requires a clear understanding of roles, responsibilities, and, of course, resources. Teams need a strong, shared understanding of the situation at hand.
But achieving that level of situational awareness can be impossible without the right resource management tools, especially for teams who rely on verbal interactions and manual processes.
Instead, teams should look for a robust, integrated emergency management system to help increase operational effectiveness, achieve shared situational awareness, increase the speed of command, and enhance security. The ideal system should have the following features and functionality:
Unfortunately, resource management too often gets attached to a larger, enterprise-wide system, one originally procured and deployed to solve another business challenge. By design, that kind of system tends to be heavy, complex, and inflexible.
Extending functionality for purely resource management use cases can be complicated. What’s more, information modalities tend to be unilateral and rarely mobile friendly.
Additionally, those enterprise-wide systems are usually cost prohibitive. Ongoing subscription costs easily run up into the millions, including hidden costs for protracted set up and complex implementations.
Integrated, emergency management software that stands up quickly gives you more bang for your buck. Still on the fence about updating your emergency management solution, though? Read the Five Reasons It’s Time to Upgrade Your Emergency Management Platform.
Source: Aslak Wegner Eide, Ida Maria Haugstveit, et al, SINTEF ICT: Key challenges in multi-agency collaboration during large-scale emergency management. Available at http://ceur-ws.org/Vol-953/paper5.pdf.