How to do a resource needs analysis
What is the first question you ask when doing a resource needs analysis? Do you ask 'What do we need?', or do you ask 'What do we have?'
There is a very good reason for asking 'What do we need?' first. We do not want to blinker our thoughts by restricting our focus on what we actually have at the moment. If, on the other hand, we ask what we need and would like to have in the best of all possible worlds, we can open our minds to a larger range of possibilities. There are three broad steps when undertaking a resource needs analysis, and these are shown below.
Step 1 - Identify resource needs |
To assist in the discussion of resource needs analysis and its application, we will divide emergency management into two convenient sections. We will start with prevention and mitigation and in Topic 8 we will go on to apply resource needs analysis to response and recovery. So, given that your first question is 'What do we need?', let us start by looking at the prevention and mitigation actions or strategies (we will call these 'resources' collectively) that apply to your hazard or group of hazards. Your potential problem analysis will have suggested some, and these should be listed. Can your planning group think of any more prevention and mitigation resources that may be required? If so, write them down. To help you to identify prevention and mitigation resources, you may wish to refer to both the occupational health and safety 'hierarchy of control':
and the Risk Management standard's risk treatment options:
An interesting question may arise at this stage: 'Does this particular resource really fit into the prevention and mitigation category, or is it preparedness?' A good question, but the answer to it would not be terribly revealing. You see the division of emergency management activities into the aspects of prevention, mitigation, preparedness, response and recovery is simply a matter of convenience, and is just a way of categorising these resources. The boundaries between the aspects are blurred and shifting, and it doesn't really matter how you decide to categorise emergency management activities. So if there is discussion in the planning group as to where an emergency management resource actually fits, you might like to suggest that this is not important. The important point is that you don’t omit a resource, not "where it fits into the scheme of things", PPRR wise. |
Step 2 - Identify resource availability |
When you have listed some possible prevention or mitigation resources, you should now identify those resources that are actually in place. You will again have to use the expertise and knowledge of your planning group to determine what already exists. Don’t simply write “available”, go into a little more detail – what is available and where? Include information relating to amounts of the resource available if this is pertinent. |
Step 3 - Describe variation |
The third part of the resource needs analysis is to determine the variation between what you require and what is available. If you have the resource available or in place, then you ought to note who (which organisation or person) is responsible for providing or arranging this resource. If the resource is not available, then you have some further questions to ask, including:
In fact, you should refer back to the criteria for evaluating prevention and mitigation strategies in Topic 5, and determine if your 'missing' resources should in fact be put in place. If a suggested resource is rejected by using these criteria, you should note why it has been rejected. Remember: documentation of decisions made and why is an important part of the emergency management planning process. What do you do if you discover that you have resources available which are not required? You may like to ask yourself some questions, such as:
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Following is a very brief, worked example of a resource needs analysis for the hazard of fire on a roll-on/roll-off container sea terminal, so that you can see the results the technique can yield.
Prevention/mitigation resource needs analysis
HAZARD/S: Fire at the roll-on/roll-off container sea terminal
Resources required |
Resources available |
Variation/ comment |
Responsible organisation |
| Legislation/ Standards | AAPMA Rules for Handling of Dangerous Substances in Ports | nil |
shipping company dangerous goods inspectors |
| Dangerous Goods Regulations | nil |
port authority | |
| Fire Safety Standards and Regulations | nil |
fire inspectors | |
| Fences, night lighting, surveillance | In place. 3m chain link perimeter fence in place with night lighting around perimeter and within facility. Video surveillance of fences and entry/exit gates and special storage areas monitored from security control room on an 8 hour loop | nil |
shipping company port authority |
| Training and exercising of staff in fire procedures | not in place for terminal staff | currently minimal staff training and infrequent exercises |
|
| ships conduct fire exercise weekly | nil |
||
| Care in handling dangerous goods | ships provide log of goods and material safety data sheets | nil |
shipping company |
| staff are not trained in handling dangerous goods | training required |
Resource needs analysis can be quite complex for large geographical areas with a complex community, or where a large number of hazards are addressed. Such a case would be the resource needs analysis for a town or rural area. For smaller areas, or one hazard, or where the community is not complex, the resource needs analysis will tend to be simpler and easier to perform. For example compare the potential work required in a resource needs analysis for a township compared with a single building complex, e.g. Emergency service Unit HQ.
Once you have completed 'The prevention/mitigation resource needs analysis chart' which is provided in the printable version of Activity 6.2, you will need to further explain some of the resource variations and come to conclusions about what should be done to address these variations. This will require you to write a separate section for each resource considered in the table, and is a requirement for your assignment.
For instance:
- you may wish to discuss the benefit of possible additional resources and weigh this with the cost of the resources;
- you may consider resource-sharing with other organisations or areas;
- if you decide to acquire additional resources, you will need to justify this decision in a rational way;
- similarly, if you decide to shed apparently unnecessary resources, you will have to say why.
What I want you to do now is choose one of the hazards that you are going to be focusing your plan development on. Using the table, start to identify and document the prevention and mitigation resource needs for your selected hazard. You may not be able to complete it thoroughly, and this is OK at this stage. You should be using your planning group to fill in the blanks within the resource needs analysis and provide their own input into the process. You are more likely to identify a wider range of resource needs by involving the planning group than if you undertake the activity as an individual.
One question that may arise in your planning group meeting when doing a resource needs analysis is 'Do we really have to look at resources in this way?'. The answer is plainly 'No'. The requirement in analysing resources is to:
- use a rational and defensible method;
- answer the question 'Are we doing all that we can in emergency management, is it appropriate and who is responsible?';
- document your results.
The method we have provided is simply one way of analysing resource needs. So, if you or your planning group can devise a better method of analysing resources for your situation, then you ought to use it. But the method we have discussed here is a proven system of analysing resources that really works.