Resource Profile

Learn about the Resource Profile and its components in Maica

Resource Profile Overview

In Maica, the Resource Profile is the parent object that supports two Record Types: Resources and Assets. A Resource and Asset are defined in Maica as shown below:

• Resource: The care workers or clinicians working directly with your Participants.

• Asset: The non-human Resources such as rooms, cars, medical equipment, etc.

You can define your Resource type through the Record Type when creating a Resource.

Resource Profile Attributes

Resource attributes are fields that are stored against the Resource profile. Maica includes a number of these attributes, however these are easily broadened using Salesforce's standard toolset.

Depending on the Record Type, there will be different available attributes on the Resource Profile. These are explained in more detail below.

Whilst each Record Type may have different attributes, both Record Types share the same Related Lists. These are also explained in further detail below.

Asset Attributes

The table below outlines the attribute fields related to the Asset Record Type.

Field Name	Field Type	Notes
ID Number	Text	The Asset Number used to identify the Resource.
Type	Picklist	Picklist of any default or custom Asset Types
Appointment Service	Lookup	Lookup of Appointment Service
Active	Checkbox	Indicates if the Resource record is Active and available within Maica
Default Quantity	Number

All standard Maica Picklist fields can be extended to suit your needs. To learn more, click here.

To learn more about each Field Type, click here.

Resource Attributes

In Maica, a Resource is linked to a standard Salesforce object called User. A User is the profile with which a person logs into Salesforce, hence the relationship between Resource and User implies that each Resource (or care worker) will have a matching User profile in Salesforce.

The table below outlines the attribute fields related to the Resource Record Type.

Field Name	Field Type	Notes
Resource Name	Text
User	Lookup	The internal Salesforce User record that the Resource relates to.
Active	Checkbox	Indicates if the Resource record is Active and available within Maica
Timesheet Management	Picklist	Ability to enable or Disable Timesheet Management for your Resource
Birthdate	Date
Gender	Picklist
Age	Formula	Derived from Birthdate
Primary Language	Picklist	Derived from the Global Value Set of Languages
Age Group	Formula	Derived from Birthdate
Mobile	Formula	The mobile from the associated User record
Phone	Formula	The phone from the associated User record
Email	Formula	The email from the associated User record
Address	Formula	The address from the associated User record
Timezone	Formula	The timezone from the associated User record
ID Number	Text	The Staff Member or Employee Number used to identify the Resource.
Start Date	Date
End Date	Date
Employment Category	Picklist
Employment Type	Picklist
Induction Complete	Checkbox	Indicates if the Resource has completed your Induction process.
Position	Picklist (Multi-Select)	The employment position held by the Resource. Here you can replace existing Maica values with those that suit your organisation's Positions.
Roster Mode	Picklist	Used to define the behaviour and validation applied when scheduling Appointments for the Resource. See below for further information.
Primary Location	Lookup	The Location where the Resource works most often.
Daily Hours Limit	Number	The maximum number of hours the Resource can work per day. This field is utilised in the Smart Selection Filter.
Weekly Hours Limit	Number	The maximum number of hours the Resource can work per week. This field is utilised in the Smart Selection Filter.
Weekly Hours Minimum	Number	The minimum number of hours the Resource should be scheduled to work each week. This field is utilised in the Smart Selection Filter.
Maximum Client Number	Number
Number of Clients	Roll-Up Summary	Derived from the number of associated Resource Participants.
Schedule Notification	Picklist	Indicates if and how often the Resource is emailed their Appointment Schedule

Resource Related Lists

In addition to the standard attributes described above, Maica also provides a variety of related information to further manage the configuration of a Resource.

Resource Participants

The Resource Participants related list allows for the management of Participants being assigned to Resources. It is located under Profile Management tab and is the source for the Number of Clients attribute.

The benefit of this list is to be able to see which Resources are managing which Participants, as shown below. This is particularly useful if a Resource is managing multiple Participants.

To link a Resource with a Participant, simply click New, select the desired Participant from the dropdown, nominate a Date Range, and Save.

The Resource Participants list is directly related to the Participant Resources list on the Participant Profile. This means, if multiple Resources are caring for a given Participant, this will be reflect on the Participant Resources list and display on the Participant Profile under the Client Care tab. This list will be dynamically updated if an update occurs on the Resource Profile.

Skills

Maica offers the ability to globally record a set of Skills such as Driving a Car or Administering Medicine. Those Skills can then be assigned to Resources via the Skills related list as shown below.

To learn how to import your set ofResource Skills into your Maica instance, click here.

Once Skills have been assigned to a Resource, they are used in the Smart Selection Filter.

Skill Level indicates the Resources level of competence in the associated Skill.

To add a Skill , simply click New, select the desired Skill from the dropdown, nominate a Date Range, provide an optional description and Save.

Shift Resources

Shift Resource is a related list of any Shift the associated Resource has been assigned to - it's simply a record of that person being part of the shift and contains details of the Shift.

Shift Resources are managed through creating Shifts in the Planner, and it is recommended that the list on the Resource Record is simply used as a reference. It will be updated dynamically and there is no need for manual intervention.

Expenses

Expenses are records that indicate an expense has been incurred by a Resource that needs to be paid back to said Resource by the service provider.

Expenses are managed through the management or creation of Appointments, and it is recommended that the list on the Resource Record is simply used as a reference. It will be updated dynamically and there is no need for manual intervention.

Appointments

The Appointments related list is a summary of all Appointments the Resource has been assigned to.

Appointments are managed through creating Appointments on the Planner, and it is recommended that the list on the Resource Record is simply used as a reference. It will be updated dynamically and there is no need for manual intervention.

Timesheets

The Timesheets related list is a summary of all Timesheets related to the Resource.

Appointments are managed through Timesheet Management or Maica's automation, and it is recommended that the list on the Resource Record is simply used as a reference. It will be updated dynamically and there is no need for manual intervention.

Availability

An Availability Record is used in Maica to record when a particular Resource is available for accepting either Shifts or Appointments.

Availability Records are constructed based on the following fields:

Field	Description
Operating Hour	This is a lookup field that defines which operating hour this Resource is available to be scheduled and rostered.
Location	This is a lookup field that defines the Location this Availability period applies to. If you do not select a Location, Maica allows the Resource to work at any Location during the Availability period.
Effective From	The date the Availability period takes effect from or starts, i.e the date from which it applies to the Resource
Effective To	The date the Availability period ends, i.e the date from which it no longer applies to the Resource
Interval	This a picklist field that defines the Interval in which the Availability applies
Roster Mode	Used to define the behaviour and validation applied when scheduling Appointments for the Resource. See below for further information.

Per Maica's validation, Availability Records will take precedence over Global Settings.

Please note that Roster Mode field cannot be null. To learn more about the validation enforcing this rule, click here.

Simply click New and populate the above fields to create an Availability record for your Resource.

Maica's construction of Availability by referencing Operating Hour records enables centralised management of operating times. If Operating Hours ever change, simply change the organisational Operating Hour record rather than needing to adjust working hours for each Resource.

When no Availability records exist for a Resource, Maica will interpret this as the Resource being available to work at any time by default. This is configurable in the Validation Management settings.

Unavailability

An Unavailability Record is used in Maica to record when a particular Resource is not available for accepting either Shifts or Appointments.

Unavailability can be self managed by Resources using the Salesforce1 mobile application.

Resources can simply populate the Date and Reason for their Unavailability, and it will be created as a record on their profile.

When an Unavailability Record is created, Maica will automatically remove the associated Resource from any assigned Appointments or Shifts during the Unavailability period.

Unavailability can also be managed directly from the Planner.

Roster Mode Overview

As mentioned above, Roster Mode in Maica is used to define the behaviour and validation applied when scheduling Appointments for a Resource. When selecting a Roster Mode for a Resource or Availability, there are two selectable options. These are:

• Appointment: This means Appointments can be scheduled at any time for a Resource provided it is within any active Availability record(s) if these exist. If no Availability record(s) exist, Appointments can be created at any time.

• Shift: This means Appointments can only be scheduled within a Shift that a Resource is part of and it is within any active Availability record(s) if these exist. If no Availability record(s) exist, Appointments still must fall within a Shift that the Resource is assigned to.

For example, if your Resource was in Shift Mode, then you can only schedule an Appointment for them during their assigned Shifts. If they have a Shift from 9 AM to 1 PM, you can only schedule Appointments within that window. Even if they are available for the entire day, you cannot schedule outside their Shift times.

Additionally, if your Resource is in Appointment Mode during a period of Availability, you could not assign them to a Shift during that same period. A Resource must be in Shift Mode in order to be assigned a Shift.

It is important to note that if a Resource has a Roster Mode set on their Resource Record that is different to the Roster Mode set for a specific Availability Record, the Availability Record Mode will take precedent during the Availability period. If No Availability Records are found and the Roster Mode is not set on the Resource Record: the Roster Mode for the Resource will be defined by the Global Roster Mode setting. This is configurable in the Maica Rostering Management settings.