wiki:UNIS/resources

Resources

In UNIS, a resource can be either a piece of equipment or a room. Every resource "belongs" to an organisation. If the resource is a room, it is linked to the organisation where that room is located. If the resource is a piece of equipment, it is linked to the organisation to which it belongs.

Functionality relating to resources is currently only visible to University of Sunderland users. Sunderland uses resources to track activity in the new Sciences Complex.

Resource Home Page

In UNIS, every resource has a home page.

The top half of the screen (above the tabs) gives basic information on the resource (i.e. the organisation it "belongs" to). Detailed information on the resource can be found under the tabs as follows:

  • Details
    • Summary. Lists more detailed information on the resource (e.g. if the resource is a room, details such as seating capacity and whether internet access is available)

  • Activities. Lists all associated activities
  • Communications
    • Comments. Lists all associated comments
    • Email. Lists all associated emails
  • Security
    • Access Rights. Shows which individual users and collections of users have permission to see the resource in the system
    • Ownership. Shows who owns the resource, who created it, and who last modified it

Add a new resource

Before adding a new resource, check that there is not already a record in the system by running a Basic Search. If the search returns no results, you are free to create a new resource.

As resources "belong" to an organisation, you must add a resource from the home page of the relevant organisation. (See searching for organisations for instructions on how to find an organisation in the system.)

From the home page of the organisation, click the Resources tab, then click New Resource:

You will see the following screen:

You must specify the type of resource (i.e. room or equipment) and also a name. Description and notes are optional.

If the resource is a piece of equipment, when you click Next you will see the following screen:

Otherwise, if the resource is a room, when you click Next you will see the following screen:

Enter the details, then click Next. Before the record is saved, you will see a confirmation screen. Review the information and click Save. After the record is saved you will be taken to the home page of the new resource.

Edit an existing resource

A resource can only be edited by the user who created it. If you are the owner of a resource, from the home page of that resource, click either Edit Overview or Edit Details.

  • Edit Overview - allows basic information to be changed - i.e. name, description and notes
  • Edit Details
    • if the resource is a room, allows the room capacity and facilities to be changed
    • if the resource is a piece of equipment, allows the manufacturer and model number to be changed

Archiving a resource

See Archiving Records

Searching for resources

There are two ways to search for resources in the system:

Resource activities

Resource activity functionality is currently only available to University of Sunderland users.

Activities can be linked to a resource. Sunderland uses this functionality to track meetings (i.e. activities) with external organisations which take place in rooms (i.e. resources) in the Sciences Complex.

Add a new resource activity

Note: If you want to create an activity which is based upon an existing activity (e.g. a recurring meeting) you can add a duplicate activity.

As activities are linked to a resource, you must add details of the activity from the home page of the relevant resource. (See searching for resources, above, for instructions on how to find a resource in the system.)

From the home page of the relevant resource, click the Activities tab, then click New Activity:

You will see the following screen:

You must specify the type of activity, the date(s) when it took place and how much time was spent (in hours). All other fields are optional. When done, click Next.

You will then be prompted to enter the name of the academic member of staff at Sunderland who is associated with the activity. This is so that if anyone has any queries about the activity, they will know who to ask. There is no need to enter their full name - usually the surname will suffice as you will then be presented with a list of matches to choose from:

Click Next and you will then be presented with a list of contacts in UNIS which match your search criteria:

Select the relevant contact and click Next. You will then be asked whether you want to associate any organisations with the activity:

You have three choices:

  1. No. When you click Next the activity will be saved and the activity home page will be displayed
  2. Yes - I want to search for a single organisation. When you click Next you will be presented with a search box. Here, you can enter the name of a single organisation to link to the activity. Use this option if you only want to link one organisation to the activity, or a small number of organisations.
  3. Yes - I want to select organisation(s) from a collection. When you click Next you will be presented with a list of existing collections of organisations. You can then either simply link all organisations in that collection to the activity with a couple of mouse clicks, or you can choose to link only selected organisations in the collection. Use this option if you want to link many organisations to the activity. Note - the collection must exist before you create the activity.

Whichever option you choose, once the activity has been saved you will be able to link further organisations (either one at a time or a collection of organisations) and unlink existing organisations so don't worry too much about which option you choose!

Edit an existing resource activity

Edit basic details

To edit an existing activity, click the Edit icon alongside the relevant activity:

This allows you to edit the following information:

  • Activity Type
  • Title
  • From Date
  • To Date
  • Time Spent
  • Project Number (Internal)
  • Project Number (External)
  • Notes

Once you have made your changes, click Next to complete the process.

Change academic contact

To change the academic contact you must go to the home page of the activity. To do this, click the title of the relevant activity:

You will now see the home page of the activity. From the Activity sub tab of the main Details tab, click Change Academic Contact:

Enter the name of the member of staff, then click Next. You will then be presented with a list of contacts in UNIS which match your search criteria. Select the relevant contact and click Next to save the change.

Linking organisations

You can link organisations to the activity via the Organisations tab on the activity home page:

Link a single organisation

To link a single organisation, simply click Add Single Organisation. You will be promted to enter the name of the organisation:

Select the relevant contact and click Next:

You will then be prompted to confirm your selection. Simply click Save:

Link organisations from a collection

To link an entire collection of organisations or a subset of organisations in a collection, click Add Organisations from Collection. A list of organisation collections will be displayed:

Note the question at the bottom of the form: Would you like to include all organisations in your chosen collection?

  • If you want to link every organisation in the collection to the activity, select Yes. When you click Next every organisation in that collection will be automatically linked to the activity and you will be returned to the activity home page.
  • If you only want to link a subset of organisations, select No. You will then be able to select which organisations you would like to link. When you click Next your selections will be linked to the activity and you will be returned to the activity home page.

Unlinking organisations

To unlink an organisation from an activity, simply click the Unlink Organisation icon alongside the organisation you want to unlink:

You will be asked for confirmation before the organisation is unlinked:

Add a duplicate resource activity

To create a new activity which is based upon an existing activity, click the Duplicate icon alongside the relevant activity:

You will see the following screen which is pre-populated with the details of the existing activity:

Simply change the required fields and click Next.

A duplicate activity will then be created with the same academic contact and organisations linked:

Searching for resource activities

It is possible to search for activities which took place between specified dates for a particular resource. From the main menu select Search / Resources / Resource Activity

Select a resource from the drop-down list and from/to dates, then click Search.

Last modified 2 years ago Last modified on 17 Sep 2015 10:11:48

Attachments (28)

Download all attachments as: .zip