Recovery (People & Property)

TypeRegister
LocationRecovery / Case
LicenceIncluded in all editions

On this page



Overview

The recovery module contains a series of registers to capture impact details of people, property and infrastructure, and to then manage the recovery via tasks and financial tracking.

The main record of the recovery module is the Recovery Case, which encapsulates all the other records into a single, managed record. Although it appears complex, there are very few required fields within this form, meaning users can simply collect the information they know, and leave the rest unfilled.

At a high level, the recovery case contains the following sections.

Contact Details

Tracks the applicant, along with affected persons and organisations.

When adding affected persons, their relief centre attendance can also be tracked.

Affected Property

Tracks the affected property along with its damage to private assets, agriculture, livestock and an environmental health assessment.

Tip: Private assets includes a wide variety of types such as buildings, fencing, machinery and economic loss, and can include user-definable types specific to the emergency,

Needs and Tasks

Tracks the tasks required to help with the relief and recovery of the case. 

The needs and tasks section includes many common task categories, which can be extended with user-definable types specific to the emergency. Tasks can also be assigned to resources such as contractors and agencies for action. 

Other

Workflow: Tracks the overall case, including assignment for case officers, field officers and prioritisation.

Financial: Tracks the cumulative cost of providing the services and tasks

Classification: Identifies the specific event along with user-definable tags

Administrative: provides advanced features. 



Accessing the Module

To access the module you will need to have a Recovery position, such as the built in Recovery Officer or Recovery Manager or equivalent and go on duty to the event with it.

Adding a new recovery case

To add a new recovery case, follow the steps below. 

Tip: Many of these steps can be skipped depending on the type of case. Once you have entered a couple of cases you will learn where the key fields are. 

Step one: Create a new case

To do this, click Recovery at the top of screen. If you do not see a Recovery menu option, see your system administrator to get access.

The New Case button is at the top right of screen. 

Clicking this will reveal an empty Recovery Case record.

Step two: if known, add the contacts

If you know any affected people or organisations associated with this case, you should add their details starting with the applicant.

If you do not know any contacts

Sometimes you may not know the applicant (for example, if you are adding the case via a field inspection or initial impact assessment), in which case you can skip this section for now, and a counter will help you track cases without applicants.

If you know the contacts

Select An applicant and affected persons and organisations are provided if you know the contacts, and then a series of sub-forms appear.

The first contact you add will be the applicant. You can add multiple applicants to the case if needed by clicking the Add button directly under the applicant form. You can then add additional related persons and organisations by clicking the Add button below the Add related persons and organisations in addition to the applicant heading.

When completing the applicant sub-form:

  1. You may search Crisisworks for existing applicants — this searches only the current event, and allows you to avoid duplicates. 

  2. Applicants can be individuals or businesses

  3. If they are living in a temporary address as a result of displacement, check the Has been displaced to a temporary address checkbox, and then enter their temporary address in the fields provided.

  4. If they are attending a relief centre, check the Attending Relief Centre box, and then select the relief centre in the field provided.

  5. Nominate their preferred postal address. 
    1. Use address of property in this case — this will use the case's primary property address which will be entered later
    2. Use temporary address — if the applicant is using a temporary address, this will use the temporary address
    3. Specify other address — allows another address to be specified
  6. Nominate their preferred method of contact

Adding additional contacts

If the applicant represents a family, then affected family members can be entered here. If the applicant is a business owner, their affected staff or customers may be entered.

To add an additional contact:

  1. Press Add New for each affected contact
  2. You can search existing affected persons to minimise duplication, or add new data
  3. You do not need to re-enter the applicant here
  4. If the affected person is attending a relief centre at the time of entry, check Attending Relief Centre and select the relief centre.
  5. If the affected person has been displaced, you can specify their temporary address. Note that for families, it is usual to assume the family is living at the applicant's temporary address.

Nominating the applicant's consent to share data

If entering a new case with an applicant, ask them whether they consent to sharing their data with other agencies, and register their response in the question under the contact details. 

Step three: if relevant, add an affected property

Many cases will have affected (or possibly affected) properties.

For example, any applicant with a property within the municipality should have their property recorded. Visitors to the municipality are an example of a case that will not have an affected property.

If there is no affected property

If there is no affected property, you can skip the entire section.

If there is an affected property

If you specify Add a property within the municipality, then a subform will appear with additional options for the property.

  1. Enter the property's Address. This will look up your local property database and will match the address to council records, and confirm the location of the property on a map.
  2. Specify the Property Use by ticking on the appropriate checkboxesYou can select multiple property uses for the property if needed.

     If you click on the Residential Property Use checkbox, 3 additional checkboxes will appear: Residential - Primary, Residential - Secondary and Residential - Unclassified. If you click on the Residential checkbox and don't choose one of these options, Residential - Unclassified will be automatically selected on save of the case.

  3. Specify the Applicant's Relationship to the property
  4. If required, enter any additional Property Details to aid in identifying the property and its purpose. This is useful for farming and business cases.

Step four: entering any property damage

If you added a property in step three, you can now define any property damage.

Specify whether there is any damage

If there is no property damage, then you can answer No and skip this section.

If damage is known, select Damage has been confirmed.

In some cases, you may not know whether there is any property damage, for example when entering cases from a relief centre. If this is the case, select Damage is possible and requires inspection/followup. This activates the inspection workflow counter that guides post-impact assessment teams to coordinate field inspections to determine the damage.

The following sections will only appear if you specify Damage has been confirmed

Enter insurance details

If you know the applicant's insurance details, you can specify it here.  

Enter affected private assets

Affected private assets includes homes, sheds, machinery, fencing and economic loss. Your administrator can also define custom asset types specific to your area.

To add an affected asset:

  1. Click Add New to enter any affected private assets such as homes, vehicles, fencing, etc.  
  2. For each private asset:
    1. Select the asset type
    2. Enter the number of units damaged or lost
    3. Specify the damage level
    4. Enter a description of the asset and its damage
    5. Upload any photos
    6. Enter an approximate damage value

Some assets have additional fields. For example, fencing offers fields for the internal and external fencing length, in kilometres. 


Enter details on any impacted agriculture

Tip: Agriculture types can be defined by your administrator to match your local area.

To add details on the affected crops:

  1. Click Add New to enter each impacted agriculture crop
  2. For each crop:
    1. Select the agriculture type
    2. Specify the damage level
    3. Enter a description and a damage level

Enter details on any affected livestock

For each type of livestock, click Add New to record the details.

Step five: Specify any follow-up services and tasks required for this case

The list of service categories are maintained in a lookup table that can be managed by Crisisworks administrators.

  1. For each service that is required, click Add New
  2. Select the Category of service to be performed (e.g. Counselling, Emergency Shelter)
  3. Specify the Provisioning Status — typically this is Requested in the initial entry of a case.
  4. Specify a Priority
  5. Enter some details to summarise the service requirement

You can assign a service provider at the time of record creation if this is known. Otherwise, leave the Assigned Service Provider field blank.

  • The list of service providers are managed as Resources within Crisisworks, and they must be a) participating in the event, and b) set up with a category of Recovery Service Tasks.
  • Recovery Needs & Tasks can be managed independently of the case record via the Needs & Tasks datagrid (navigate via Recovery > Needs & Tasks)

Step 6: Save the form

To complete the form entry, click Save at the top of screen.



 Performing Environmental Health Assessments

It is common to perform Environmental Health Assessments (EHA) of affected properties.

  1. If performing an EHA on an existing case, find the case in the Recovery Case datagrid, and click the case to load the view form, then click Edit.  If the case cannot be found, click New Case to add a new case, and fill in the basic particulars as above.
  2. In the Environmental Health Assessment section, click Add New
  3. Complete the form
  4. Click Save to save the form

The Environmental Health Assessment is a long questionnaire suited to specialists. The top part of the form looks as follows:


Recovery data from Relief registrations

Relief proceeds recovery.

Crisisworks has a relief register that can be used to enter people entering an evacuation centre or relief centre.

There is also a public form where people can self-register.


Users can choose which relief registration records need to be transitioned to recovery, and this can be done in bulk.

see Relief Registrations for more information


Recovery data from assessments 

After larger disasters, some government agencies collect & provide initial impact assessment (IIA) data.

Crisisworks has an assessments register that can be used to import data such as IIA data.


The 1st goal for the assessment register is to import potentially messy Initial Impact assessment data into a side area that can be used to verify and clean the data before selecting which records you want to transfer into recovery cases for Secondary Impact Assessments.

Once the data is imported, users should review each record in particular to verify that the address details are correct. They may also choose to call the affected businesses or residents to confirm the damage before deciding whether they will be doing a Secondary impact assessment. There are a series of statuses that you can use for each record to manage the process.

You can then copy all of the records marked as ready for Secondary impact assessments to create cases where a case does not already exist. Any contact details added to the assessment are also copied to the case.

Any recovery case that has an assessment for the same property will be shown in the recovery case as a linked assessment.

see Assessments (for recovery) for moredetails

Recovery Workflow

Workflow is handled differently for Cases and Needs & Tasks.

Recovery Case

Typical usage is as follows:

  1. New cases entered from relief centres would be set as Open
  2. When a Case Officer is assigned, the status would transition to Review
  3. When a Field Officer is assigned and tasked to perform an inspection, the status would transition to Inspect. When that field officer has finished inspecting the property, the status would be set back to Review.
  4. When all related case activity has concluded the status would become Resolved
  5. Closed would be used after all final reviews have been conducted.

Recovery Needs & Tasks

  1. The task workflow originates with the creation of a Recovery Task record from within the Recovery Case, under the Needs & Tasks subform. This is explained above.
  2. From here, users can manage the recovery tasks independently to the case record, by navigating to the Needs & Tasks datagrid (Recovery > Needs & Tasks).
  3. Tasks have a status to manage the overall progress of a task
  4. Tasks can be assigned to service providers, which are managed as resources within Crisisworks. 

Entering Case Notes

As the case progresses, you may wish to enter case notes. To do this:

  1. Find and view the record
  2. Click Edit
  3. Add the case note into the yellow box at the top of the form, and click Save

Merging Cases


This process is based on the current merge process which was released with Crisisworks 4.28.


How to merge

It is possible to merge cases that are duplicates of one another. To do this:

  1. Start at the Recovery Case datagrid
  2. Ensure all datagrid records are deselected, by clicking the checkbox icon at the top left of the datagrid until the checkboxes for individual records are clear.
  3. Select two or more cases that are duplicates, by checking their select boxes. A Merge Items button will appear at the bottom of the screen.
  4. Click the Merge button


General outcomes when merging

The following are the general rules that apply when merging cases:

  • When Recovery Cases are merged, the selected source cases are merged into a NEW case record. 
  • The source cases are set to status Closed(duplicate)  and the most recently set status from the source cases will be applied to the new case.
  • The tag ‘merged-item’ is applied to the new Case.




  • The activity log from the source cases are not accessible from the new case, however, you will find a link to the source cases from the new case, to access the activity log.
  • Record Notes from the source Cases are merged into a NEW Case record and are visible in the activity log.




General Rules for merging fields and sub-records

Single fields: A field that has a single value will generally gain the newest value from the source cases. Examples: a number field, a date, radio choice, or a picklist.

RTE: A rich text area or text area data in the source cases will be combined in the new case.

Sub records: Sub records (subforms) from source cases like needs/tasks, private assets, agriculture will all be linked to the new case. They should be reviewed in the new case for possible duplicates. If a duplicate sub-record is identified, then set the status of each duplicate sub-record to "closed(duplicate)" and save the case. If you wish to remove the sub-record from the case re-open the case, ensure that the saved status of the sub-record was already set to "closed (duplicate) then you can press the red "X" icon at the top right of the sub-record.

Rules per field

Label

Field ID

Form Type

Merge outcome

Affected Person(s)




Add persons and organisations to this case

isApplicantKnown

radio

Is selected if there is at least one linked primary contact(applicant).

Consent to share personal information 

sharingLevel

radio

Most recently updated value.

Specify the primary contact(s)


applicant

multiSubForm

(Recovery Contact)

All primary contacts are linked to the new merged case.

Add related persons and organisations in addition to the primary contact

relatedContacts

multiSubForm

(Recovery Contact)

All related people are linked to the new merged case.

Impacted Property




Add a property to this case

fixedHomeAddress

radio

Most recently added value or is selected. However  if an address (asset) is set for the case, then this option will be set.

Address

asset

 

Most recently updated value.

Property Use: Residential

propertyUseResidential

checkbox

Most recently updated value.

Property Use: Residential - Primary

propertyUseResidentialPrimary

checkbox

Most recently updated value.

Property Use: Residential - Secondary

propertyUseResidentialSecondary

checkbox

Most recently updated value.

Property Use: Residential - Unclassified

propertyUseResidentialUnclassified

checkbox

Most recently updated value. However if ‘Residential – Primary’ or ‘Residential – Secondary’ are selected, it will be unchecked.

Property Use: Commercial, Industrial or Business

propertyUseCommercial

checkbox

Most recently updated value.

Property Use: Accommodation / B&B

propertyUseAccommodation

checkbox

Most recently updated value.

Property Use: Farming

propertyUseFarm

checkbox

Most recently updated value.

Property Use: Community Facility

propertyUseCommunity

checkbox

Most recently updated value.

Property Use: Government Building

propertyUseGovernment

checkbox

Most recently updated value.

Property Use: Vacant Land

propertyUseVacant

checkbox

Most recently updated value.

Property Use: Infrastructure

propertyUseInfrastructure

checkbox

Most recently updated value.

Property Use: Other

propertyUseOther

checkbox

Most recently updated value.

Property Use: Specify 'other' property use

otherType

text

Most recently updated value.

Primary Contact’s relationship to property

relationshipToProperty

select

Most recently updated value.

Property Details (if required)

additionalInfo

textarea

Values from both fields are added together.

Are any property, buildings or private assets damaged?

propertyDamage

radio

Most recently updated value is selected however if a privateAssets,  agriculture, recoveryEnvironmentalHealth, livestock, photos or a sketch are  set  in the merged case then this option is set.

Property Damage




Is the property insured? 

propertyInsured

radio

Most recently updated value.

Insurance Details

insurance

textarea

Values from both fields are added.

Affected Private Assets

privateAssets

multiSubForm

(Private Assets)

All private assets linked to the new merged case.

Affected Agriculture

agriculture

multiSubForm

(Agriculture)

All agriculture sub records are linked to the new merged case.

Environmental Health Assessment

recoveryEnvironmentalHealth

multiSubForm

(Environmental Health)

All EHAs are linked to the new merged case.

Affected Livestock

livestock

multiSubForm

(Livestock)

All affected livestock sub records are linked to the merged case.

Damaged Infrastructure

infrastructure

multiSubForm

(Infrastructure)

All infrastructure sub records linked to the merged case.

Sketch

sketch

canvas

Most recent sketch added.

Photo(s) of property

photos

media

All photos linked to the merged case.

Inspection Information

damageInfo

rte

Values from both fields are added.

Hazards exist at site

hazardExists

checkbox

Most recently updated value.

Hazard Information

hazardInfo

rte

Values from both fields are added.

Needs and Tasks




Add services, tasks and immediate needs

tasks

multiSubForm

(Needs & Tasks)

All needs & task sub records are linked to the new merged case.

Other Information




Special Case Notes

details

rte

Values from both fields are added together .

Case Documents

caseDocuments

media

All documents linked to the merged case.

Workflow




Status

hasStatus

status

Most recently updated value.

Priority

priority

select

Most recently updated value.

Case Officer

assignee

assignment

Most recently updated value.

Field Officer

fieldOfficer

assignment

Most recently updated value.

Primary Referral Source

referralSource

select

Most recently updated value.

External Case Id

externalId

text

Most recently updated value.

Classification

 

 

 

Event

hasEvent

event

Can only merge items in the same event.

Tags

hasTags

tags

All tags added to the merged case.

Classification

systemClassification

multiselectAll records added to the merged case.

Financial




Total Cost Estimate($)

text

costEstimate

Will be calculated from the new case data.

Total Cost To Date ($)

readonly

costActual

Can not merge items that have financial reconciliation value assigned.

Administrative




Save this item as a template

isTemplate

checkbox

Template items can not be merged.

Address Title Override

alternativeTitle

text

Most recently updated value.

Record Notes




Enter an optional note to appear in the activity history 

__changeComments

textarea

 

All record notes are added to the Activity Log in the merged case.


Merge process prior to Crisisworks 4.28

Items merged prior to Crisisworks 4.28 were processed differently and can not be reversed.




Recovery Reports


Recovery File & Image attachments 

This report lists file/images associated with Recovery records, and provides some extended recovery data which you may find helpful. 

The report has the following data:

ColumnDescription
File IdThe Crisisworks file id
Friendly FilenameThe friendly name of the the file 
Server FilenameThe name of the file on the server
Date File CreatedThe date the file was attached to the item
Date File UploadedThe date the file was uploaded to the server
File PreviewA thumbnail of the file (if its an image). This will only display if there are < 500 records returned in the report results
File TypeThe file type (eg image, pdf etc)
File Size (Bytes)The size of the file in bytes
File URLA url from which you can download the file (you do need to be logged into Crisisworks to access).
File Created OfflineIf the file was created when the user was offline (1 = yes; 0 = no)
Is File Linked To ItemIf the file currently linked to an item.
File Link DateThe date the file was linked to an item
File Unlink DateThe date the file was removed from an item
Audit Action IDThe Crisisworks audit id for the file upload action
Audit Action DateThe date of the file upload audit record
Audit Action UserThe  user who uploaded the file
Linked Item IDThe item the file is linked to
Linked Item TypeThe item type (eg Case, Task, Private Asset etc)
Linked Item NameThe friendly name of linked item
Date Item CreatedThe date the item was created
Item Field NameThe item file attachment  field 
Linked Register Item URLThe item url (you do need to be logged into Crisisworks to access), 
Related Recovery Case IdThe Recovery Case id related to the item the file is attached to. 
Related Recovery Case UrlThe case url (you do need to be logged into Crisisworks to access), 
Linked Event IDThe related event id 
Linked Event NameThe event name
Linked Asset IdThe Crisisworks asset id linked to the item
Linked Asset NameThe asset friendly name
Asset VicMap CodeThe Vicmap propnum
Asset LatitudeThe latitude of the asset
Asset LongitudeThe longitude  of the asset



Creating positions with granular security policies

The following table defines all the granular recovery related permissions that can be applied when creating positions.

Although “stock” positions are supplied within Crisisworks for generic roles such as “Recovery Coordinator”, it is better practice for large-scale events for Crisisworks positions to be designed with the permissions needed for that event.

Recovery Case

Provides access to Recovery Case and Contact (does not include access to Inspection registers like Private Asset, Livestock, EHA and Agriculture or Recovery Tasks).

Policy


Definition

Record Access


ReadWriteFull

Read and write access to all records.

ReadWriteAssigned

Read and write access to records assigned to the user or one of their positions.

ReadOnlyAssigned

Read access to records assigned to the user or one of their positions.

ReadOnlyFull

Read only access to all records.

New

Access to create new records

ReadWriteOwn

Access to read and write records created by the user

Functionality Access


Merge

Can merge records

Assign

Can assign or un-assign records

ChangeStatusFull

Can change a record’s status and can select all statuses

ChangeStatusBasic

Can change a record’s status and can select safe statuses

ChangeImmutable

Can change fields on records that are normally not changeable

ReportAccess

Can access reports

BulkEdit

Can make bulk changes

BulkCreate

Can bulk create records

Import

Can import records

ChangeClassification

Can change the reporting classification of the records

ChangeEvent

Can move the item to another event


Recovery Inspection

Provides access to Private Asset, Livestock, Environmental Health and Agriculture registers. Use in conjunction with the Recovery Case and Recovery Task security policies for most requirements.

Policy

Definition

Record Access


ReadWriteFull

Read and write access to all records.

ReadWriteAssigned

Read and write access to records assigned to the user or one of their positions.

ReadOnlyAssigned

Read access to records assigned to the user or one of their positions.

ReadOnlyFull

Read only access to all records.

New

Access to create new records

ReadWriteOwn

Access to read and write records created by the user

Functionality Access


Merge

Can merge records

Assign

Can assign or un-assign records

ChangeStatusFull

Can change a record’s status and can select all statuses

ChangeStatusBasic

Can change a record’s status and can select safe statuses

ChangeImmutable

Can change fields on records that are normally not changeable

ReportAccess

Can access reports

BulkEdit

Can make bulk changes

BulkCreate

Can bulk create records

Import

Can import records

ChangeEvent

Can move the item to another event


Recovery Needs & Tasks

Provides access to the Needs & Tasks register. Use in conjunction with the Recovery Case and Recovery Inspection security policies for most requirements.

Policy

Definition

Record Access


ReadWriteFull

Read and write access to all records.

ReadWriteAssigned

Read and write access to records assigned to the user or one of their positions.

ReadOnlyAssigned

Read access to records assigned to the user or one of their positions.

ReadOnlyFull

Read only access to all records.

New

Access to create new records

ReadWriteOwn

Access to read and write records created by the user

Functionality Access


Merge

Can merge records

Assign

Can assign or un-assign records

ChangeStatusFull

Can change a record’s status and can select all statuses

ChangeStatusBasic

Can change a record’s status and can select safe statuses

ChangeImmutable

Can change fields on records that are normally not changeable

ReportAccess

Can access reports

BulkEdit

Can make bulk changes

BulkCreate

Can bulk create records

Import

Can import records

ChangeEvent

Can move the item to another event


Recovery Infrastructure

Provides access to the Infrastructure and Needs & Tasks registers.

Policy

Definition

Record Access


ReadWriteFull

Read and write access to all records.

ReadWriteAssigned

Read and write access to records assigned to the user or one of their positions.

ReadOnlyAssigned

Read access to records assigned to the user or one of their positions.

ReadOnlyFull

Read only access to all records.

New

Access to create new records

ReadWriteOwn

Access to read and write records created by the user

Functionality Access


Merge

Can merge records

Assign

Can assign or un-assign records

ChangeStatusFull

Can change a record’s status and can select all statuses

ChangeStatusBasic

Can change a record’s status and can select safe statuses

ChangeImmutable

Can change fields on records that are normally not changeable

ReportAccess

Can access reports

BulkEdit

Can make bulk changes

BulkCreate

Can bulk create records

Import

Can import records

ChangeClassification

Can change the reporting classification of the records

ChangeEvent

Can move the item to another event



Technical Specifications

Recovery Case

recoveryCase: Case register

The master record for community recovery

Default schema

Field ID

Label

Form Type

Data Type

Values

Notes

isApplicantKnown

Applicant registration

radio

enum

unknown, known

Defaults to known

fixedHomeAddress

Is there an interest in a property within the municipality?

radio

enum

no, yes

Defaults to yes; for residents, this is their fixed home address. For businesses, this is the business location. Multiple properties require multiple recovery cases.

applicant


singleSubForm

relation

recoveryContact:

Only available if ‘isApplicantKnown:known’

details

Special Case Notes

rte

clob


Special case handling instructions and additional information not found elsewhere on form.

caseDocuments

Case Documents

media



Add general case documemnts here. Any photos specifically related to Damaged Property should be added to the Damaged Property section of this form.

relatedContacts

Persons (in addition to the applicant)

multiSubForm

relation

recoveryContact:

Register companions or additional affected persons to this case, in addition to the applicant above.

If registering companions (other persons that may be with the person registering) and they have different personal and contact information (such as home address or contact numbers), please complete another registration form.

propertyUseResidential

Residential

checkbox

int

1,0

Property Use is Residential

propertyUseResidentialPrimaryResidential - Primarycheckboxint1,0Property Use is a Primary Residence. Only available if ‘Residential' is selected.
propertyUseResidentialSecondaryResidential - Secondarycheckboxint1,0.Property Use is a Secondary Residence. Only available if ‘Residential' is selected.
propertyUseResidentialUnclassifiedResidential - Unclassifiedcheckboxint1,0Property Use is Residential but it is unknown if it is a primary or secondary residence.  Only available if ‘Residential' is selected.
propertyUseCommercialCommercial, Industrial or Businesscheckboxint1,0Property Use is Commercial, Industrial or Business
propertyUseAccommodationAccommodation / B&Bcheckboxint1,0Property Use is Accommodation or B&B
propertyUseFarmFarmingcheckboxint1,0Property Use is Farming
propertyUseCommunityCommunity Facilitycheckboxint1,0Property Use is a Community Facility
propertyUseGovernmentGovernment Buildingcheckboxint1,0Property Use is a Government Building
propertyUseVacantVacant Landcheckboxint1,0Property Use is Vacant Land
propertyUseInfrastructureInfrastructurecheckboxint1,0Property Use is Infrastructure
propertyUseOtherOthercheckboxint1,0Property Use is another type not specified
otherTypeSpecify ‘other’ property usetextstring(255)
Only available if Other Property Use selected

relationshipToProperty

Applicant’s relationship to property

select

string(255)



propertyDamage

Is there any damage to the applicant’s assets at this property, caused by the current event?

radio

enum

no, yes, unsure

Defaults to unsure

additionalInfo

Property Details (if required)

rte

clob


E.g. Name of property, brief description of business activity.

damageInfo

Damage Summary

rte

clob


Only available if ‘propertyDamage:/yes|unsure/

sketch

Sketch

canvas



Add a sketch of the scene if applicable

photos

Photo(s) of property

media



Non-structural photos only. Attach photos specific to affected private assets below

insurance

Insurance Details

textarea

clob



privateAssets

Affected Private Assets

multiSubForm

relation

recoveryPrivateAsset:

Add a record for each private asset affected by this event - include buildings, structures, fencing as well as any other impact to a privately-owned asset on the property. If the assets are not owned by the applicant of this record, then a new recovery record should be created instead.

agriculture

Affected Agriculture

multiSubForm

relation

recoveryAgriculture:

Add a record for each agriculture asset affected by this event - e.g. crops and farming.

recoveryEnvironmentalHealth

Environmental Health Assessment

multiSubForm

relation

recoveryEnvironmentalHealth:

Add a detailed environmental health assessment

livestock

Affected Livestock

multiSubForm

relation

recoveryLivestock:

Add details of affected livestock, including details about missing or deceased stock. Disposal services can be found in the services section below.

tasks


multiSubForm

relation

recoveryTask:


sharingLevel

Permission

radio

enum

full, none

Defaults to none

fullSharingInfo


info



Only available if ‘sharingLevel:full’; read only; defaults to Allow people looking for me to know that I have registered, my phone number and my destination address

infoOnlyInfo


info



Only available if ‘sharingLevel:infoOnly’; read only; defaults to Allow people looking for me to only know that I have registered

noneInfo


info



Only available if ‘sharingLevel:none’; read only; defaults to Do not allow people looking for me to know I have registered, or any other information. 

Note: Your information may be used if required by police/welfare and emergency services, only relevant to the emergency

priority

Priority

select

enum

1, 2, 3, 4


assignee

Case Officer

assignment



Single assignment to Users

fieldOfficer

Field Officer

assignment



Single assignment to Users

referralSourceReferral Sourceselectstring(255)
Specify the source of the referral. If more than one, select only the primary source
referralSourceOtherOther Primary Referral Sourcetextstring(255)
Only available if 'referralSource:other'
referralDateReferral DatedatePickertimestamp
Only available if 'referralSource:set'; defaults to now

systemClassification

Classification

multiselectjson

recoveryCaseClassification:

Classify an item using a defined set of terms. Terms are defined in the Lookups area (Admin>Setting>Lookups) using the Category 'Recovery: Case Classification'.

importData

Data from import (if any)

hidden

string(255)


Used to store import data to appear in audit logs (not displayed on form)

activity


auditLog




title

Title

text

string(255)


If specified, this will be the case title

Non-schema fields

Field ID

Label

Form Type

Data Type

Values

Notes

hasAsset

Address

asset



Private data; supports Property and Parcel; MDA94 projection used for geospatial assets; specify the property by looking up the council property database

hasEvent


event




hasMap

Location of Property

geo



Uses MDA94 projection; add any map annotations where appropriate to describe the scene

hasStatus

Status

status




hasTags

Tags

tags




Workflow

Workflow ID

Label

Value

Next States

Initial State

NEW

New

1

NEW, OPEN, INSPECT, REVIEW, OPEN_NO_ACTION, RESOLVED

OPEN

Open

2

OPEN, INSPECT, REVIEW, OPEN_NO_ACTION, RESOLVED


REVIEW

Review

3

OPEN, INSPECT, REVIEW, OPEN_NO_ACTION, RESOLVED


INSPECT

Inspection Required

4

OPEN, INSPECT, REVIEW, OPEN_NO_ACTION, RESOLVED


REOPENReopen5OPEN
OPEN_NO_ACTIONNo Action Required6OPEN_NO_ACTION, OPEN, REVIEW, RESOLVED

RESOLVED

Resolved

–1

OPEN, INSPECT, REVIEW, RESOLVED, CLOSED


CLOSED

Closed

–2

CLOSED, REOPEN


REOPENReopen5OPEN

DUPLICATE

Duplicate

–200

DUPLICATE


MERGED

Merged

–100

MERGED



Recovery Contact

recoveryContact: Person register

Part of community recovery record, this tracks affected persons and organisations in relief and recovery

Default schema

Field ID

Label

Form Type

Data Type

Values

Notes

name

Canonical name

hidden

string(255)



contactType

Contact type

radio

enum

individual, organisation

Defaults to individual

organisationName

Organisation Name

text

string(255)


Only available if ‘contactType:organisation’; the organisation’s legal name

position

Position

text

string(255)


Only available if ‘contactType:organisation’; the contact person’s position within the organisation (e.g. Owner)

familyName

Family name

text

string(255)



givenNames

Given names

text

string(255)



age

Age

number

integer



gender

Gender

select

enum

m, f, o


phone

Primary Phone

tel

string(255)


Include international dialing codes if needed

mobilePhone

Mobile Phone

tel

string(255)


Add a mobile phone if possible

email

Email

text

string(255)



language

Language (if a translator is required)

select

string(255)



otherLanguage

Other language

text

string(255)


Only available if ‘language:other’; specify other language

relationship

Relationship to primary contact

select

string(255)



relationshipOther

Relationship details (if required)

text

string(255)


Only available if ‘relationship:/^.+$/’

bornInAustraliaBorn In Australia?selectenumyes, no, preferNotToSay
disabilityIdentify as having a disability?selectenumyes, no, preferNotToSay
ATSIAboriginal or Torres Strait Islander origin?selectenumyes, no, preferNotToSay

attendingReliefCentre

Attending Relief Centre

checkbox

boolean



reliefCentre

Relief Centre

select

string(255)


Only available if ‘attendingReliefCentre:true’

hasTemporaryAddress

Has been displaced to a temporary address

checkbox

boolean


Only available if ‘fixedHomeAddress:yes’

temporaryAddressStreet

Temporary Address

text

string(255)


Only available if ‘hasTemporaryAddress:true’

temporaryAddressTown

Town / Suburb

text

string(255)


Only available if ‘hasTemporaryAddress:true’

temporaryAddressState

State

select

enum

act, nsw, nt, qld, sa, tas, vic, wa, other

Only available if ‘hasTemporaryAddress:true’

temporaryAddressPostcode

Postcode

text

string(255)


Only available if ‘hasTemporaryAddress:true’

temporaryAddressCountry

Country

text

string(255)


Only available if ‘temporaryAddressState:other’; enter a country, or select a valid state above

temporaryAddressNotes

Notes

textarea

clob


Only available if ‘hasTemporaryAddress:true’; for any additional notes required relating to the temporary address.

postalType

Where can we send postal correspondence?

radio

enum

case, temporary, other

Defaults to case

postalStreet

Address

text

string(255)


Only available if ‘postalType:other’

postalTown

Town / Suburb

text

string(255)


Only available if ‘postalType:other’

postalState

State

select

enum

act, nsw, nt, qld, sa, tas, vic, wa, other

Only available if ‘postalType:other’

postalPostcode

Postcode

text

string(255)


Only available if ‘postalType:other’

postalCountry

Destination country

text

string(255)


Only available if ‘postalState:other’; enter a country, or select a valid state above

preferredMethod

Preferred method of contact

radio

enum

phone, email, post, none

Defaults to phone

related

Cases As Applicant

related




related2

Cases As Affected Person

related




activity


auditLog




Non-schema fields

Field ID

Label

Form Type

Data Type

Values

Notes

hasLookup

Search

lookup



Enter a person’s name or organisation to search, or enter the details below

Workflow

Workflow ID

Label

Value

Next States

Initial State

NEW

New

1

NEW

DUPLICATE

Duplicate

–200

DUPLICATE


MERGED

Merged

–100

MERGED



Recovery Private Asset

recoveryPrivateAsset: Private Asset register

Part of a Community Recovery record, this tracks damage to an individual structure

Default schema

Field ID

Label

Form Type

Data Type

Values

Notes

buildingType

Asset type

select

string(255)


Becomes a readonly field once set*.

otherType

For ‘Other’ structures, specify type

text

string(255)


Only available if ‘buildingType:other’

Becomes a readonly field once set*.

shedContents1

Shed contents

select

enum

dairy, wool, machinery, hay, other

Only available if ‘buildingType:shed’

quantity

Number units damaged or lost

number

integer


Defaults to 1

Becomes a readonly field once set*.

buildingDamage

Damage Level

select

enum

1, 2, 3, 4, 5

Becomes a readonly field once set.*

fencingDestroyedInternal

Internal Fencing Destroyed (kms)

number

integer


Only available if ‘buildingType:fencing’

fencingDestroyedExternal

External Fencing Destroyed (kms)

number

integer


Only available if ‘buildingType:fencing’

additionalInfo

Description

textarea

clob



value

Approximate damage value

text

string(255)


Provide an estimate of the damage value as a whole number

photos

Photo(s) of structure

media




activity


auditLog




*These readonly fields can be overridden if the Users positions has the policy `


Non-schema fields

Field ID

Label

Form Type

Data Type

Values

Notes

hasAsset

Address

asset



Supports Property and Parcel; MDA94 projection used for geospatial assets

hasEvent


event




hasMap

Precise Geographical Location

geo



Uses MDA94 projection

hasStatus


status




hasTags

Tags

tags




Workflow

Workflow ID

Label

Value

Next States

Initial State


New1

DAMAGED

Damaged

2

DAMAGED, INPROGRESS, CLOSED

INPROGRESS

In Progress

3

DAMAGED, INPROGRESS, CLOSED



Inspection Required4


Resolved-1

CLOSED

Recovered

–2

CLOSED, INPROGRESS, DAMAGED



Closed Duplicate -103

DUPLICATE

Duplicate

–200

DUPLICATE



Recovery Environmental Health Assessment

recoveryEnvironmentalHealth: EHA register

Part of a Community Recovery case, this record tracks an envionmental health assessment for the property

Default schema

Field ID

Label

Form Type

Data Type

Values

Notes

inspectionAccessibility

Is the property accessible for inspection?

radio

enum

yes, no, na

Defaults to na

utilitiesDisruption

Details and duration of disruption(s)

textarea

clob



electricityOnsite

Electricity functional?

radio

enum

yes, no, na


gasOnsite

Gas available?

radio

enum

yes, no, na


telephoneOnsite

Telephone functional?

radio

enum

yes, no, na


waterOnsite

Water available?

radio

enum

yes, no, na


isFloodDamagePresent

Is there extensive flood damage?

radio

enum

yes, no, na


floodAffectedItems

List items and areas affected

textarea

clob


Only available if ‘isFloodDamagePresent:yes’

isOutbuildingsDamaged

Have the outbuildings been damaged?

radio

enum

yes, no, na


isDwellingDamaged

Has the dwelling been damaged?

radio

enum

yes, no, na


isPotentialHazardsPresent

Are there potential hazards onsite?

radio

enum

yes, no, na

For example: hazardous chemicals, Gas cylinders, swimming pool

treatedPine

Treated pine

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

treatedPineComments

Additional Comments (Treated Pine)

textarea

clob


Only available if ‘treatedPine:yes’

roofCladding

Roof Cladding

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

roofCladdingComments

Additional Comments (Roof Cladding)

textarea

clob


Only available if ‘roofCladding:yes’

chimney

Chimney

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

chimneyComments

Additional Comments (Chimney)

textarea

clob


Only available if ‘chimney:yes’

frame

Frame

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

frameComments

Additional Comments (Frame)

textarea

clob


Only available if ‘frame:yes’

wall

Wall

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

wallComments

Additional Comments (Wall)

textarea

clob


Only available if ‘wall:yes’

waterTank

Water Tank

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

waterTankComments

Additional Comments (Water Tank)

textarea

clob


Only available if ‘waterTank:yes’

gasCylinders

Gas Cylinders

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

gasCylindersComments

Additional Comments (Gas Cylinders)

textarea

clob


Only available if ‘gasCylinders:yes’

isAsbestosPresent

Asbestos

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

asbestosComments

Additional Comments (Asbestos)

textarea

clob


Only available if ‘isAsbestosPresent:yes’

overhangingTrees

Overhanging Trees

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

overhangingTreesComments

Additional Comments (Overhanging Trees)

textarea

clob


Only available if ‘overhangingTrees:yes’

swimmingPool

Swimming Pool

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

swimmingPoolComments

Additional Comments (Swimming Pool)

textarea

clob


Only available if ‘swimmingPool:yes’

hazardousChemicals

Hazardous Chemicals

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

hazardousChemicalsComments

Additional Comments (Hazardous Chemicals)

textarea

clob


Only available if ‘hazardousChemicals:yes’

otherRisks

Other Structural Issues

radio

enum

yes, no, na

Only available if ‘isPotentialHazardsPresent:yes’

otherRisksComments

Additional Comments (Other Structural Issues)

textarea

clob


Only available if ‘otherRisks:yes’

isAdditionalSafetyProblemsPresent

Are there any additional health or sanitation problems?

textarea

clob



toiletPresent

Is there an operational toilet onsite?

radio

enum

yes, no, na


sewerOperational

Is the sewer operational?

radio

enum

yes, no, na


septicSystemOperational

Is the septic system operational?

radio

enum

yes, no, na


septicSystemDetails

Septic system details

text

string(255)


Only available if ‘septicSystemOperational:no’

septicSystemRepairsRequired

What is required for the septic system to function?

radio

enum

electricity, pumpReplacement, irrigationMaintenance, treatmentPlantService, reconstructionsNewInstall, other

Only available if ‘septicSystemOperational:no’

isSepticAndEffluentLinesOperational

Are the septic and effluent lines operational?

radio

enum

yes, no, na


typeOfWastewaterIrrigationInUse

What type of waste water system and irrigation is used?

radio

enum

primary, secondary, splitSystem, ags, irrigation, offsite, trenches, subsurface, other


isPotableWaterSupplyPresent

Is there an operational potable water supply to the property?

radio

enum

yes, no, na


mainPotableWaterSource

Main potable water source

radio

enum

mains, tank, bore, surface, other

Only available if ‘isPotableWaterSupplyPresent:yes’

otherPotableWaterSource

Specify ‘other’ potable water source

text

string(255)


Only available if ‘mainPotableWaterSource:other’

isWaterTestingRequired

Is water testing required?

radio

enum

yes, no, na


isTankOrSurfaceWaterUsedForIrrigation

Are tank or surface waters used for stock or crop irrigation?

radio

enum

yes, no, na


cleanupDeadAnimals

Is there a requirement for removal of dead stock/domestic animals/wildlife?

radio

enum

yes, no, na


cleanupPutrescibleMaterials

Is there a requirement for removal of putrescible materials?

radio

enum

yes, no, na


cleanupRefridgeratedFood

Is there a requirement for removal of food from refridgerators/freezers?

radio

enum

yes, no, na


isTempAccommodationRequired

Is temporary onsite accommodation required?

radio

enum

yes, no, na


caravanAlreadyOnsite

Is there a caravan already onsite?

radio

enum

yes, no, na

Only available if ‘isTempAccommodationRequired:yes’

caravanPowerAvailable

Power connected?

radio

enum

yes, no

Only available if ‘caravanAlreadyOnsite:yes’

caravanToiletAvailable

Toilet operational?

radio

enum

yes, no

Only available if ‘caravanAlreadyOnsite:yes’

suitableAreaForCaravan

Is there a suitable area for a caravan?

radio

enum

yes, no, na

Only available if ‘caravanAlreadyOnsite:no’

clearingRequiredForCaravan

Clearing required for caravan?

radio

enum

yes, no, na

Only available if ‘suitableAreaForCaravan:yes’

clearingSizeForCaravan

Approximate clearing quantity (square metres)

number

integer


Only available if ‘clearingRequiredForCaravan:yes’

sanitaryContractorRequired

Sanitary contractor required?

radio

enum

yes, no, na


additionalComments


rte

clob



media

Photos and Videos

media




fieldOfficer

Field Officer

assignment



Single assignment to Users

activity


auditLog




Non-schema fields

Field ID

Label

Form Type

Data Type

Values

Notes

hasAsset

Location

asset



Supports Property and Parcel; MDA94 projection used for geospatial assets

hasDueDate

Next Action Due

duedate




hasEvent

Event

event




hasMap

Location

geo



Uses MDA94 projection

hasStatus

Status

status




hasTags

Tags

tags




Workflow

Workflow ID

Label

Value

Next States

Initial State

INSPECT

Inspection Required

2

INSPECT, COMPLETE

COMPLETE

Inspection Completed

3

INSPECT, COMPLETE


DUPLICATE

Duplicate

–200

DUPLICATE


MERGED

Merged

–100

MERGED



Recovery Livestock

recoveryLivestock: Livestock register

An affected animal at a property (part of a Community Recovery record)

Default schema

Field ID

Label

Form Type

Data Type

Values

Notes

category

Category

select

string(255)


Required

livestockOther

‘Other’ type

text

string(255)


Only available if ‘category:other’

priorCount

Prior

number

integer



deadCount

Dead

number

integer



missingCount

Missing

number

integer



assessmentCount

Require Assessment

number

integer



activity


auditLog




Workflow

Workflow ID

Label

Value

Next States

Initial State

NEW

New

1

NEW, OPEN

OPEN

Open

2

OPEN, REVIEW, NEW


REVIEW

Under Review

3

NEW, CLOSED


CLOSED

Closed

–2

CLOSED, OPEN


DUPLICATE

Duplicate

–200

DUPLICATE



Recovery Agriculture

recoveryAgriculture: Agriculture register

Part of a Community Recovery record, this tracks damage to agriculture

Default schema

Field ID

Label

Form Type

Data Type

Values

Notes

agricultureType

Agriculture type

select

string(255)


Required

otherType

For ‘Other’ types, specify type

text

string(255)


Only available if ‘agricultureType:other’

quantity

Damaged area in hectares

text

string(255)


Defaults to 0

agricultureDamage

Damage Level

select

enum

unknown, 10, 20, 25, 30, 40, 50, 60, 70, 75, 80, 90, 100

Required

additionalInfo

Description

textarea

clob



value

Approximate damage value

number

integer


Provide an estimate of the damage value as a whole number

photos

Photo(s) of damage

media




Non-schema fields

Field ID

Label

Form Type

Data Type

Values

Notes

hasAsset

Address

asset



Supports Property and Parcel; MDA94 projection used for geospatial assets

hasEvent


event




hasMap

Precise Geographical Location

geo



Uses MDA94 projection

hasStatus


status




hasTags

Tags

tags




Workflow

Workflow ID

Label

Value

Next States

Initial State

DAMAGED

Damaged

2

DAMAGED, INPROGRESS, CLOSED

INPROGRESS

In Progress

3

DAMAGED, INPROGRESS, CLOSED


CLOSED

Recovered

–2

CLOSED, INPROGRESS, DAMAGED


DUPLICATE

Duplicate

–200

DUPLICATE



Recovery Task

recoveryTask: Service Required register

Part of a Community Recovery and Infrastructure records, this tracks immediate services to be provided

_core schema

Field ID

Label

Form Type

Data Type

Values

Notes

category

Category

select

string(255)


Required

grantType

Grant Type

text

string(255)


Only available if ‘category:grant’; use consistent naming of grants to aid in reporting

grantValue

Grant Value ($)

number

integer


Only available if ‘category:grant’; if known, enter the grant amount

details

Details

rte

clob


Required

priority

Priority

select

enum

1, 2, 3, 4


reference

Reference

text

string(255)


Enter invoice number or any other reference numbers here

assignee

Assigned Service Provider

assignment



Single assignment to Resources

costEstimate

Cost Estimate ($)

text

string(255)


Enter a cost estimate

activity


auditLog




Case schema

Field ID

Label

Form Type

Data Type

Values

Notes

category

Category

select

string(255)


Required

grantType

Grant Type

text

string(255)


Only available if ‘category:grant’; use consistent naming of grants to aid in reporting

grantValue

Grant Value ($)

number

integer


Only available if ‘category:grant’; if known, enter the grant amount

details

Details

rte

clob


Required

priority

Priority

select

enum

1, 2, 3, 4


reference

Reference

text

string(255)


Enter invoice number or any other reference numbers here

assignee

Assigned Service Provider

assignment



Single assignment to Resources

costEstimate

Cost Estimate ($)

text

string(255)


Enter a cost estimate

activity


auditLog




Infrastructure schema

Field ID

Label

Form Type

Data Type

Values

Notes

category

Category

select

string(255)


Required

grantType

Grant Type

text

string(255)


Only available if ‘category:grant’; use consistent naming of grants to aid in reporting

grantValue

Grant Value ($)

number

integer


Only available if ‘category:grant’; if known, enter the grant amount

details

Details

rte

clob


Required

priority

Priority

select

enum

1, 2, 3, 4


reference

Reference

text

string(255)


Enter invoice number or any other reference numbers here

assignee

Assigned Service Provider

assignment



Single assignment to Resources

costEstimate

Cost Estimate ($)

text

string(255)


Enter a cost estimate

activity


auditLog




Non-schema fields

Field ID

Label

Form Type

Data Type

Values

Notes

hasAsset

Address

asset



Supports Property and Parcel; MDA94 projection used for geospatial assets

hasDueDate

Due

duedate




hasEvent

Event

event




hasMap

Precise Geographical Location

geo



Uses MDA94 projection

hasStatus

Provisioning Status

status




Workflow

Workflow ID

Label

Value

Next States

Initial State

REQUESTED

Requested

1

REQUESTED, INPROGRESS, PROVIDED, NOTREQUIRED

INPROGRESS

In Progress

2

INPROGRESS, PROVIDED, REQUESTED, NOTREQUIRED


PROVIDED

Provided

–2

PROVIDED, REQUESTED, INPROGRESS


NOTREQUIRED

Not Required

–3

NOTREQUIRED, INPROGRESS, REQUESTED